Overview
Commercial Administrator; Fruit Industry Jobs in Stellenbosch, South Africa at Helderberg Personnel CC
Position: Commercial Administrator (Fruit Industry)
My client based in Stellenbosch Technopark, is an established fruit exporter and they are looking for a Commercial Administrator to join their team.
The ideal candidate will have a relevant qualification (BCom Logistics, Supply Chain or Commerce) and 5 years’ experience.
The successful candidate will be responsible for supporting the commercial and operational activities of the company by coordinating stock management, logistics, customer communication, financial administration, and cross-functional processes. The role ensures the efficient execution of export programs through proactive planning, accurate administration, and effective communication with clients, suppliers, service providers, and internal stakeholders. The position plays a key role in maintaining operational efficiency, minimizing commercial risk, and supporting informed decision-making.
Key Performance Indicators
- Successful coordination of customer programs.
- Accurate stock management and allocation.
- Accurate financial processing and reporting.
- Highlighting potential risks / failures.
- Accurate and efficient administration
Responsibilities:
Operations:
- Coordinate container movements by tracking, updating and importing purchase orders into the ERP system.
- Communicate container arrival information to warehouses, QC providers and customs clearance agents.
- Receive, review and distribute QC reports to suppliers with relevant comments.
- Apply for and monitor customer credit insurance limits, including annual renewals and weekly reviews.
- Communicate weekly pricing and market offers to customers.
- Support commercial manager with pallet sales for the stock in storage
- Create sales orders, confirm pricing and distribute order confirmations, warehouse instructions and transport confirmations.
- Coordinate ad-hoc sales, including transport quotations, pricing calculations and transport arrangements.
- Coordinate re-export documentation and communicate documentation requirements with customers.
- Create and maintain variety scoreboards throughout the season, ensuring data accuracy and discussing performance weekly with management.
- Update and maintain the weekly Risk Analysis report to identify commercial and operational risks.
- Reconcile carton quantities and specifications by comparing warehouse intake and outtake documentation.
Stock Management
- Manage and monitor the company stock throughout the season to ensure optimal stock utilization and product flow.
- Ensure stock is correctly allocated to loading planners and customer orders.
- Monitor packing progress to ensure containers are loaded accurately and dispatched according to schedule.
- Review stock ageing weekly with the Commercial Manager.
- Proactively identify stock approaching 14 days of age and initiate discussions before stock is classified as old stock.
- Assist in identifying suitable sales opportunities for ageing stocks to minimize commercial losses.
Customer Program Management
- Assist Commercial Manager with the preparation, updating and execution of loading planners throughout the season.
- Conduct weekly communication along with Commercial Manager regarding packing programs, shipment schedules and container requirements.
- Resolve operational issues that may affect customer programs or shipment timelines.
- Follow up with customers on outstanding quality feedback on shipments that have arrived.
Finance:
- Issue customer invoices and follow up on outstanding payments.
- Process debit and credit notes where required.
- Schedule and process supplier payments and reconcile transactions.
- Weekly following up with customers on payments.
- Maintain physical and electronic financial records.
- Submit monthly declarations.
- Prepare and submit quarterly VAT returns.
- Capture and process supplier invoices.
- Allocate invoices to the correct ledger accounts and VAT codes.
- Prepare and discuss weekly cashflow forecasts.
Administration:
- Gather market intelligence and compile market reports to support commercial decision-making and scoreboards.
- Maintain accurate customer, supplier and operational records.
- Assist with ERP system troubleshooting and improvements.
- Assist traders with operational and administrative tasks during peak periods.
- Share relevant documentation with the Due Diligence Coordinator.
- Respond to operational, client, supplier and service provider queries.
- Coordinate annual Global G.A.P. Chain of Custody (CoC) applications together with the Due Diligence Coordinator.
- Provide operational support across departments during the export season to ensure uninterrupted business operations.
Title: Commercial Administrator; Fruit Industry
Company: Helderberg Personnel CC
Location: Stellenbosch, South Africa
Category: