Sales Admin Supervisor – Bloemfontein Bakery Jobs

Responsibilities

What we’re looking for:

• Lead the end-to-end sales administration for the bakery. This includes managing the telesales team, ensuring 100% accurate order capture, finalizing the daily production order on time, maintaining strong administrative controls, and keeping master data quality high in the DRM system. Also, produce and share clear sales reports (daily, weekly, monthly) to help Sales, Production, and Distribution make informed decisions.

Accountabilities:

• Telesales & Order Management
  Lead, schedule, and coach the telesales team. Hold daily huddles focused on service targets and order cut-off times. Make sure all customer orders, changes, and cancellations are captured accurately and on time. Check pricing, discounts, pack sizes, delivery days, and route allocations before releasing orders. Resolve order queries and service issues. Escalate demand spikes or short-supply risks early.
• Production Order Finalization
  Reconcile the final order against the forecast and capacity. Lock and release the production order by the cut-off time. Share final mix and volume changes with Production, Dispatch, and Distribution. Track variances (forecast vs. actual; plan vs. bake; bake vs. load) and take corrective actions.
• Controls, Governance & Audit Readiness
  Enforce controls on pricing and discount approvals, order changes, returns, credits, and document completeness. Keep audit-ready records (deal sheets, approvals, change logs, return notes) and run weekly control checks. Monitor credit risk flags (like stop supply lists) and ensure compliance with company policy.

Master Data Management (DRM)

• Manage customer data, IDC customer routes and days, delivery frequency, and trading terms in the DRM system. Avoid duplicates and outdated data. Run scheduled integrity checks and exception reports. Train the team on DRM standards and provide first-line support for issues, escalating to VSC when needed.

Reporting & Analytics (Daily / Weekly / Monthly)

• Build, maintain, and automate (where possible) a reporting pack that covers:
  – Daily: Orders vs. capacity, order accuracy percentage, cut-off compliance, bake plan vs. dispatch, service level or hit-rate, urgent variances, major returns or spoils flags.
  – Weekly: Volume by brand, pack, and route; price and discount use; customer gains and losses; returns and spoils trends; service gaps; depot and IDC performance; market activities.
  – Monthly: Sales vs. target, mix and margin analysis, promo performance, customer growth and churn, control exceptions, DRM data quality scorecard.
  Share reports with Sales, Production, Distribution, Finance, and Leadership on schedule. Highlight risks and opportunities proactively and suggest actions.

People Leadership

• Set clear KPIs, provide coaching and side-by-side call reviews, and conduct formal performance reviews. Build team strength through cross-training on routes, DRM, and reporting. Manage attendance and shift coverage. Foster a culture of accuracy, urgency, customer focus, and continuous improvement.
• Stakeholder Management & Communication
  Work daily with Production Planning, Dispatch, Distribution, Finance, DRM, and Depot Managers. Communicate supply constraints, substitutions, and recovery plans to Sales and key customers.

Key Performance Indicators (KPIs)

• Order accuracy percentage (first-time right), order amendment rate, cut-off compliance percentage.
  Service level or hit-rate percentage, on-time order processing.
  Production order released on time (daily), plan vs. bake variance, bake vs. dispatch variance.
  Pricing and discount exceptions resolved within SLA, valid approvals on file.
  DRM data integrity score and age of open fixes.
  Report timeliness and defect rate.
  Telesales QA score, coaching compliance, absenteeism within threshold.

Qualifications

What will qualify you for the role:

• 3-year Business or Commercial tertiary qualification.
• 3 years of working experience in an FMCG environment, with 1 year in a selling role or selling experience.
• Minimum 1 year of experience operating a vehicle.
• Valid Code 10 driver’s license.
• Valid Public Drivers Permit.
• Certified Defensive Driver Certification.

Qualifications & Experience

• Diploma or Degree in Business Administration, Sales Management, Supply Chain, or related field.
• 3–5 years of sales admin, telesales, or order management experience (FMCG or bakery preferred).
• 1–2 years of supervisory experience leading teams in a high-volume environment.
• Strong Excel skills (pivot tables, lookups, basic formulas; Power Query or Power BI is a plus).
• Experience with DRM, ERP (such as SAP), and telephony or CRM tools.

Technical & Behavioural Competencies

• Technical: Order management, DRM and master data, reporting and analytics, control frameworks, basic forecasting.
• Behavioural: Detail-oriented, decisive under pressure, strong communicator, good at managing stakeholders, continuous improvement mindset, integrity and compliance focus, coaching leadership style.

Method of Application