Junior Orders Clerk
Department
Sales & Operations
Reporting To
Orders Clerk / Operations Manager / Sales Manager
Position Summary
The Junior Orders Clerk provides administrative and operational support to the Sales and Operations team by assisting with the accurate processing of customer orders and related documentation. Working under the guidance of senior team members, the Junior Orders Clerk helps ensure customer orders are captured correctly, prepared for production, dispatched on time, and supported with excellent customer service. This role offers an excellent opportunity to develop knowledge of customer order processing, inventory coordination, logistics, and administration within a coffee roasting and distribution environment.
Key ResponsibilitiesOrder Administration
- Assist with receiving customer orders via email, telephone, online platforms, and sales representatives.
- Capture customer orders accurately into company systems under supervision.
- Verify basic customer information, product details, and delivery requirements.
- Prepare order confirmations and assist with customer communications.
- Update customer orders and records as instructed.
Inventory & Production Support
- Assist with checking product availability with warehouse and production teams.
- Notify senior staff of stock shortages or product availability concerns.
- Support stock count activities and inventory record updates.
- Help ensure customer orders are released for production on time.
Logistics & Dispatch Support
- Prepare delivery notes and dispatch documentation.
- Assist with scheduling deliveries with drivers and courier services.
- Track customer deliveries and provide delivery updates.
- Ensure completed orders are accurately prepared for dispatch.
Customer Service
- Respond professionally to routine customer enquiries.
- Provide customers with order status updates.
- Escalate customer complaints or complex issues to the Orders Clerk or Manager.
- Build positive relationships through courteous and efficient service.
Administration
- Maintain accurate filing of customer orders and supporting documentation.
- Update customer information and order histories.
- Assist with compiling daily or weekly order reports.
- Perform general administrative duties for the Sales and Operations departments.
Invoicing & Documentation
- Assist with preparing invoices and credit notes.
- Verify order details before invoices are issued.
- Support the Finance department with order-related documentation.
- Ensure all paperwork is completed accurately and filed correctly.
Qualifications & ExperienceEssential
- Grade 12 (Matric) or equivalent.
- 0–2 years' administrative, customer service, retail, or office experience.
- Computer literacy in Microsoft Word, Excel, Outlook, and basic data entry.
- Good numerical accuracy and attention to detail.
Advantageous
- Previous experience in an administrative, customer service, retail, warehouse, or logistics environment.
- Exposure to ERP, inventory, accounting, or order management systems.
- Experience within the coffee, food manufacturing, FMCG, wholesale, or distribution industries.
Key Competencies
- Good attention to detail.
- Strong organisational skills.
- Willingness to learn and develop.
- Effective verbal and written communication.
- Customer-focused attitude.
- Ability to work under pressure.
- Good time management.
- Basic problem-solving skills.
- Team player.
- Professional and positive attitude.
- Reliable and dependable.
Key Performance Indicators (KPIs)
- Accurate capturing of customer orders.
- Timely completion of assigned administrative tasks.
- Order documentation completed accurately.
- Customer enquiries responded to within agreed timeframes.
- Support provided to production and dispatch teams.
- Accuracy of customer records.
- Compliance with company procedures and documentation standards.
- Continuous improvement in product and system knowledge.
Working Relationships
The Junior Orders Clerk works closely with:
- Customers
- Orders Clerk
- Sales Representatives
- Roastery Production Team
- Warehouse & Dispatch Staff
- Drivers and Courier Partners
- Finance Department
- Operations Management
Purpose of the Role
To support the efficient processing of customer orders by providing accurate administrative assistance, maintaining customer records, coordinating with production and warehouse teams, and delivering excellent customer service. The Junior Orders Clerk contributes to ensuring customer orders are processed accurately, fulfilled efficiently, and delivered on time while developing the knowledge and skills required to progress to an Orders Clerk position.
Pay: R8 000,00 - R9 000,00 per month
Work Location: In person
