The Sales & Purchasing Officer is responsible for providing an efficient office-based sales function while managing purchasing activities through the company's computer-based ERP and inventory management systems. This role acts as a key link between customers, suppliers, and internal departments to ensure accurate order processing and effective inventory control.

Key Responsibilities

Sales Administration

• Process customer quotations, sales orders, and invoices.

• Respond to customer enquiries via phone & email.

• Monitor order progress and communicate delivery schedules to customers.

• Follow up outstanding quotations and customer requests.

Purchasing & Procurement

• Raise and process purchase orders through the company ERP system.

• Source materials, consumables, and services from approved suppliers.

• Obtain and evaluate supplier quotations.

• Monitor supplier performance, pricing, and delivery schedules.

• Coordinate purchasing activities to support production and customer requirements.

• Maintain accurate purchasing records and supplier information.

• Reconcile purchase orders, delivery dockets, and supplier invoices.

• Assist with inventory planning and stock replenishment.

Systems & Administration

• Utilise company ERP, inventory management, and purchasing software to maintain accurate records.

• Ensure data integrity across sales, purchasing, and inventory systems.

• Generate reports on sales activity, purchasing performance, and stock levels.

• Maintain electronic filing systems and company records.

• Support continuous improvement initiatives relating to administrative and purchasing processes.

Key Skills & Experience

Essential

• Previous experience in sales administration, purchasing, customer service, or a similar office-based role.

• Strong computer literacy and experience using ERP, inventory management, or business management software.

• Excellent organisational and time management skills.

• High level of attention to detail and accuracy.

• Strong written and verbal communication skills.

Desirable

• Experience within engineering, manufacturing, mining, industrial supply, or related industries.

• Knowledge of procurement and inventory management principles.

• Experience using systems such as Ostendo, Pronto, SAP, or similar ERP platforms.

Personal Attributes

• Professional and customer-focused.

• Self-motivated and proactive.

• Strong problem-solving skills.

• Team-oriented with the ability to work independently.

• Reliable, adaptable, and committed to continuous improvement.

Key Performance Indicators (KPIs)

• Accuracy of sales order and purchase order processing.

• Timely response to customer enquiries.

• Supplier delivery performance and procurement efficiency.

• Inventory accuracy and stock availability.

• Data accuracy within company systems.

• Customer satisfaction and internal stakeholder support.