KEY DUTIES / RESPONSIBILITIES:
Order Processing & Data Entry
- Enter quotations, confirmed orders and delivery schedules in iScala.
- Generate picking lists, proforma invoices and sales invoices from iScala.
- Ensure orders are recorded accurately and priced at approved rates.
- Confirm stock availability and allocate items.
- Documentation & System Management
- Maintain customer records and sales transactions in iScala.
- Attach LPOs, payment slips, approvals and other supporting documents.
- File/archive all order-processing documentation properly.
Coordination & Communication
- Liaise with warehouse/dispatch for timely order preparation and dispatch.
- Work with sales/customer-service teams on order queries.
- Update stakeholders on order status and delivery timelines.
Compliance & Internal Controls
- Verify orders meet credit, pricing and payment-term policies before processing.
- Comply with internal controls on approvals/documentation.
- Report discrepancies, stock variances or unusual order patterns.
- Update deal status in HubSpot when linked to an iScala order.
- Log order notes, documents and follow-ups in HubSpot.
- Use CRM to track order lifecycle and give sales teams visibility.
KEY OUTPUTS / DELIVERABLES
- Accurate/timely quotation and sales-order entry in iScala.
- Correct picking lists, invoices and delivery documentation.
- Accurate, updated customer/product information.
- Clear communication with Sales, Warehouse and Finance.
- Proper document control and audit trail for processed orders.
- Maintained HubSpot CRM - iScala order linkage.
QUALIFICATIONS & EXPERIENCE
- Diploma/Certificate in Business Administration, Procurement or related field.
- Basic accounting or ERP systems training is an advantage.
- 1 - 2 years' experience in sales administration, data entry or order processing.
- Familiarity with ERP (e.g., iScala) and CRM (e.g., HubSpot) is an advantage.
- Manufacturing, distribution or logistics experience preferred.