Commercial Sales Clerk

Job Purpose
The Commercial Sales Clerk is responsible for providing administrative support to the sales process by preparing quotations, processing sales orders, maintaining accurate documentation, and ensuring the timely and accurate flow of information to support the sales team and customers. This role plays a vital part in ensuring smooth commercial operations and compliance with company policies.


Education, experience and competencies

• Matric (Grade 12)
• Diploma or Certificate in Sales Administration, Office Administration, or Business Management is advantageous.
• Minimum 2–3 years’ experience in a sales administration or commercial support role.
• Experience with Syspro or a similar ERP system is essential.
• Understanding of sales order processes, quotations, and basic commercial terms
• Proficiency in MS Office (Excel, Word, Outlook).
• Medically fit to work in an office environment.
• Willingness to occasionally assist with stock counts or other commercial functions

Responsibilities

• Prepare and process quotations based on RFQs received from Account Managers.
• Submit quotations for approval in line with the Sales Management Policy.
• Distribute approved quotations to Account Managers for onward customer communication.
• Capture customer purchase orders into the Syspro system to generate internal sales orders.
• Generate and manage Work in Progress (WIP) jobs for sales orders when applicable.
• Distribute sales orders as required to internal teams.
• Ensure all sales-related documentation is filed electronically and stored on the shared drive.
• Maintain accurate records for compliance and audit purposes.
• Collaborate with Account Managers and the sales team to ensure efficient and accurate processing of quotations, orders, and invoicing.
• Respond to internal and external enquiries regarding order status, quotations, and documentation.
• Review Customer Outstanding Purchase Order reports to ensure all customer orders are processed timeously
• Assist with other routine administrative tasks and duties as assigned.
• Assist in updating and maintaining daily and monthly reports, including the SLA Master, SLA Detail, Work-in-Progress (WIP), and Quote Management reports.
• Support stock count activities when required.
• Assist with onboarding and training of new sales team members on internal processes.
• Perform any reasonable ad hoc tasks assigned by management.
• Ensure adherence to company policies, quality standards, and regulatory requirements.