Job at a glance
Key Responsibilities: Returns Management Manage the returns process from the initial return request through to the final credit being processed. Review and validate returns in line with company return policies. Check returned stock for duplicated, cancelled, unrequested, incorrectly invoiced or damaged stock. Ensure all supporting documentation is complete and accurate. Liaise with customers, sales representatives, warehouse and other stakeholders to obtain outstanding information.
Coordinate with the Warehouse to ensure returned stock is correctly received and processed. Arrange collections with the relevant transport company where required. Verify that the correct stock has been received and GRV'd, including prices, style numbers and quantities. Credit Notes & Debtors Process credit notes accurately and timeously on the ERP system. Obtain the necessary authorisation for credits.
Ensure credits are correctly integrated between the relevant systems. Update credits processed on the Warehouse Management System. Liaise with the Debtors Team to ensure credit notes are correctly allocated to customer accounts. Resolve queries relating to credits, re-invoices, cancellations and related account matters. Customer & Internal Queries Handle day-to-day customer queries relating to returns and credits.
Resolve warehouse queries relating to returned stock and documentation. Assist with invoicing and debtors queries relating to credits, price differences, shortages, rebates and other related matters. Assist Sales Representatives with returns and credit-related queries. Keep customers and internal stakeholders informed of progress and outstanding requirements. Administration & Control Ensure all return documentation is properly checked and captured.
Maintain accurate return files, records and supporting documentation. Capture and validate customer information required for collections. Ensure information is stored correctly within approved systems and shared folders. Maintain accurate records of returns and credits. Perform general administration relating to the Returns function. Assist with ad hoc projects and tasks as required. Minimum Requirements: Matric certificate.
Minimum 1 year’s practical working experience, preferably within administration, customer service, stock, debtors, returns or a similar environment. Strong administrative and organisational skills. Excellent attention to detail and accuracy. Good written and verbal communication skills in English. Confident dealing with customers and internal stakeholders at different levels. Strong problem-solving and follow-up skills.
Ability to manage multiple queries and priorities simultaneously. Ability to work under pressure and meet deadlines. Proficiency in MS Office. Comfortable working with different computer systems. Previous experience working on an ERP system is required; experience with Microsoft Dynamics Great Plains (GP) will be advantageous. Please note: Only candidates who meet the minimum requirements will be considered for the role.
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