Sales Admin Supervisor x1
Job Details
Job Title: Sales Admin Supervisor
Location: Bloemfontein, South Africa
Job Category: Sales
Job Reference Number: 478690
Employment Type: Not specified
Industry: FMCG / Bakery
Experience Level: Supervisory
Closing Date: Not specified
Job Description
The Sales Admin Supervisor will oversee the end-to-end sales administration operations of the bakery, ensuring accurate order processing, effective telesales management and timely production order finalisation.
The successful candidate will lead the telesales team, maintain accurate customer and delivery information in the DRM system, enforce administrative controls and ensure that all sales reports are prepared and distributed on time.
The role requires a highly organised and detail-oriented individual who can work closely with Sales, Production, Distribution, Finance and Depot Management to support efficient operations, improve service delivery and ensure accurate business reporting.
Key Responsibilities
Telesales and Order Management
Lead, schedule and coach the telesales team.
Conduct daily team meetings aligned with service targets and order cut-off times.
Ensure customer orders, changes and cancellations are captured accurately and on time.
Verify pricing, discounts, pack sizes, delivery days and route allocations before releasing orders.
Resolve order queries and customer service issues.
Escalate sudden increases in demand and potential stock shortages.
Production Order Finalisation
Reconcile final customer orders against forecasts and production capacity.
Finalise and release daily production orders before the required cut-off time.
Communicate changes in product mix and order volumes to Production, Dispatch and Distribution.
Monitor variances between forecasts, actual orders, production plans, baking and dispatch.
Initiate corrective actions to address operational discrepancies.
Controls, Governance and Audit Compliance
Enforce controls relating to pricing, discount approvals, order amendments, returns and credit notes.
Maintain accurate, audit-ready records, including approvals, deal sheets, change logs and return documentation.
Conduct weekly administrative and compliance checks.
Monitor customer credit risk indicators, including stop-supply lists.
Ensure compliance with company policies and procedures.
Master Data Management (DRM)
Manage customer information and master data in the DRM system.
Maintain accurate customer routes, delivery days, delivery frequencies and trading terms.
Prevent duplicate and outdated customer records.
Conduct scheduled data integrity checks and prepare exception reports.
Train team members on DRM standards and procedures.
Provide first-line support for DRM-related issues and escalate matters to VSC when necessary.
Reporting and Analytics
Prepare and maintain daily, weekly and monthly sales reports.
Monitor order volumes, production capacity, order accuracy and cut-off compliance.
Report on production plans, dispatch performance and service delivery.
Analyse sales volumes by brand, product pack and delivery route.
Monitor pricing, discounts, customer gains and losses, returns and wastage trends.
Prepare monthly reports covering sales performance, targets, profit margins, promotions and customer growth.
Distribute reports to Sales, Production, Distribution, Finance and Management.
Identify operational risks and business opportunities and recommend improvements.
People Leadership
Set clear performance targets and KPIs for the telesales team.
Coach employees and conduct call quality reviews.
Conduct formal performance assessments.
Provide cross-training in route management, DRM and reporting.
Manage staff attendance and shift coverage.
Promote accuracy, accountability, urgency and customer-focused service delivery.
Encourage continuous improvement within the team.
Stakeholder Management and Communication
Work closely with Production Planning, Dispatch, Distribution, Finance, DRM and Depot Managers.
Communicate supply constraints and product substitutions to relevant stakeholders.
Coordinate recovery plans when operational challenges arise.
Maintain effective communication with Sales teams and key customers.
Minimum Qualifications and Experience
Applicants should meet the following requirements:
Diploma or Degree in Business Administration, Sales Management, Supply Chain Management or a related field.
3–5 years’ experience in sales administration, telesales or order management.
Experience in the FMCG or bakery industry will be advantageous.
1–2 years’ supervisory experience leading teams in a high-volume working environment.
Strong Microsoft Excel skills, including:
Pivot tables.
Lookup functions.
Basic formulas.
Experience with DRM and ERP systems, particularly SAP.
Experience using telephony and Customer Relationship Management (CRM) tools.
Technical Competencies
The successful candidate should have knowledge and experience in:
Sales and customer order management.
DRM systems and master data management.
Sales reporting and data analysis.
Administrative controls and compliance frameworks.
Basic forecasting and production order planning.
Order accuracy and reconciliation.
Pricing and discount controls.
Inventory, dispatch and distribution coordination.
Behavioural Competencies
Strong attention to detail and accuracy.
Ability to make decisions under pressure.
Excellent communication and interpersonal skills.
Effective stakeholder management.
Strong organisational and planning abilities.
Integrity and commitment to compliance.
Leadership and employee coaching skills.
Problem-solving and analytical thinking.
Customer-focused approach.
Continuous improvement mindset.
Key Performance Indicators (KPIs)
Performance will be measured against the following:
Order accuracy and percentage of orders processed correctly the first time.
Reduction in order amendments and errors.
Compliance with daily order cut-off times.
Customer service levels and order processing turnaround times.
Timely finalisation and release of daily production orders.
Accuracy of production, baking and dispatch plans.
Resolution of pricing and discount exceptions within agreed timeframes.
Accuracy and integrity of DRM customer data.
Timely and accurate preparation of sales reports.
Telesales team performance and call quality.
Employee coaching, attendance and productivity.