Sales Order Processing SOP Clerk

KEY DUTIES / RESPONSIBILITIES:

Order Processing & Data Entry

• Enter quotations, confirmed orders and delivery schedules in iScala.
• Generate picking lists, proforma invoices and sales invoices from iScala.
• Ensure orders are recorded accurately and priced at approved rates.
• Confirm stock availability and allocate items.
• Documentation & System Management
• Maintain customer records and sales transactions in iScala.
• Attach LPOs, payment slips, approvals and other supporting documents.
• File/archive all order-processing documentation properly.

Coordination & Communication

• Liaise with warehouse/dispatch for timely order preparation and dispatch.
• Work with sales/customer-service teams on order queries.
• Update stakeholders on order status and delivery timelines.

Compliance & Internal Controls

• Verify orders meet credit, pricing and payment-term policies before processing.
• Comply with internal controls on approvals/documentation.
• Report discrepancies, stock variances or unusual order patterns.

HubSpot CRM Integration

• Update deal status in HubSpot when linked to an iScala order.
• Log order notes, documents and follow-ups in HubSpot.
• Use CRM to track order lifecycle and give sales teams visibility.

KEY OUTPUTS / DELIVERABLES

• Accurate/timely quotation and sales-order entry in iScala.
• Correct picking lists, invoices and delivery documentation.
• Accurate, updated customer/product information.
• Clear communication with Sales, Warehouse and Finance.
• Proper document control and audit trail for processed orders.
• Maintained HubSpot CRM–iScala order linkage.

QUALIFICATIONS & EXPERIENCE

• Diploma/Certificate in Business Administration, Procurement or related field.
• Basic accounting or ERP systems training is an advantage.
• 1–2 years’ experience in sales administration, data entry or order processing.
• Familiarity with ERP (e.g., iScala) and CRM (e.g., HubSpot) is an advantage.
• Manufacturing, distribution or logistics experience preferred.