Customer Services Clerk
Customer Services Clerk
Posted on :
08-04-2025
Employer Active
1 Vacancy
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Monthly Salary
Not Disclosed
Salary Not Disclosed
Vacancy
1 Vacancy
Posted on :
08-04-2025
Job Description
The Customer Services Clerk is part of the Jhb Customer Services team. The primary responsibility of Customer Services is to manage the customer ordering process and to ensure that the customer receives a smooth professional and efficient service each time they place an order and make an enquiry. This includes managing quotations COD orders courier services customer queries backorders goods returned complaints and credit requests.
DUTIES
Processing of Orders
- Telephone orders documented onto Order Form
- Check all fax internet and E Mail orders and print
- Capture all orders into Macola accurately and ensure that the prices are as per the approved pricelist for that customer
- Reconcile ARIBA Surgitrack and Orderwise orders from Macola to the systems
- Check Stock Levels regularly and note on the CS Board what is out of stock
- Prepare the Orderwise Late Report
- Handle customer enquiries and customer queries
- Review orders by comparing to original order and print invoices (where you have not captured the order)
- Filing of all completed invoices and quotations
Backorders
- Capture all backorders when received
- Communicate ETA for backorders to be dispatched to customers and keep customers uptodate
- Prepare a weekly Backorder report
- Review backorders daily to be released
Bill & Sends
- Submit Bill & Sends to Cpt before 3pm each day
- Record Bill & Sends in the Bill & Sends register
- Review the Bill & Sends Register on a daily basis
- Action all Cpt Bill & Sends once received from Cpt
Quotations
- Complete all requested quotations and send to customer within 48 hours
- Record all quotations in the quotations register
- Follow up monthly on all outstanding quotations
- Prepare and submit Pro Forma Invoices to COD and Export customers
- Followup with Finance for when payment has cleared for COD customers
Couriers
- Prepare the daily invoice register and reconcile to the daily courier manifest
- Check the Couriers Undelivered Log
- Identify problem areas for the Courier and escalate these to the Supervisors
- Follow up all delivery queries with transporter/ customer and provide feedback to the customer
- Prepare the monthly watchlist
- Prepare courier credit report and submit
Goods Returned & Complaints
- Obtain approval for goods to be returned and provide instruction to the couriers for the goods to be collected. Notify the Receiving team of the return.
- Review the weekly Goods Returned log and ensure that items are cleared out within 2 weeks.
- Prepare customer complaint forms and credit request forms in terms of the Complaints policy.
- Provide feedback to customers on their complaints within 72 hours
Reception
- Answer all incoming calls professionally and direct them to the correct recipient
- Welcoming visitors to premises ensuring the Visitors log is completed and ensuring that where required the high res vistors vest are worn.
- Take messages and ensure that the calls are followed up on
- Manage the stationery requirements of the Customer Services team
Environmental Health & Safety
- Maintain the health and safety principles of the organization
- Manage stock of hairnets & dustcoats
- Ensure that all Visitors sign in and are subject to a Health & Safety induction
- Report all Health & Safety incidents timeously;
- Maintain a record of all staff on the premises at any given time
Requirements
- Matric (Grade 12
- 5 years relevant experience
- In house
- Strong PC skills (incl. Microsoft Word Excel & Outlook)
- Excellent telephone technique and good attention to detail.
- Excellent written & oral communication and interpersonal skills
- Organizational skills with the ability to perform multiple tasks simultaneously
Employment Type
Full-Time
Department / Functional Area
Key Skills
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