The Sales Order Processing Validator role involves acting as the final point of verification for all sales orders, ensuring high standards of accuracy and compliance across all transactional data before orders are approved within the company's systems.
Key Duties/Responsibilities
Order Validation & Accuracy Checks:
- Review and validate all sales orders submitted by Sales Order Processors.
- Verify customer details, product codes, quantities, prices, discounts, taxes, and payment terms before system approval.
- Cross-check entries against quotations, approvals, and CRM (HubSpot) deal records to ensure alignment.
- Flag and return incomplete or incorrect orders for correction with clear feedback.
Data Integrity & Compliance:
- Maintain high standards of data accuracy across ERP (iScala) and CRM (HubSpot) systems.
- Ensure all documentation (LPOs, delivery notes, credit approvals, and quotations) are properly attached and auditable.
- Monitor adherence to pricing controls, credit limits, and discount approval workflows.
- Track recurring validation errors and escalate systemic or training issues to management.
Workflow Support & Reporting:
- Maintain a daily tracker of validated orders, rejections, and turnaround times.
- Provide periodic reports highlighting trends, error rates, and recommendations for process improvement.
- Liaise with SOPs, Sales Coordinators, and the Credit Control team to ensure smooth, compliant order flow.
- Support process documentation, checklist updates, and SOP compliance audits.
Key Outputs/Deliverables
Performance in this role will be measured against the following deliverables:
- Order Validation Accuracy: Percentage of orders approved without correction.
- Turnaround Time: Average validation time per order.
- Error Reduction Rate: Decrease in recurring SOP processing errors.
- Compliance Score: Adherence to pricing, credit, and documentation policies.
- System Data Integrity: Accuracy of CRM and ERP order linkages.
Qualifications and Experience
- Diploma or bachelor’s degree in business administration, Sales, Finance, or a related field.
- Minimum 2 years’ experience in sales administration, order processing, or data validation roles.
- Familiarity with ERP systems (iScala preferred) and CRM platforms (HubSpot an advantage).
- Strong attention to detail, numerical accuracy, and process discipline.
- Excellent communication and documentation skills.
Key Skills and Competencies
- High integrity and sense of accountability.
- Strong analytical and problem-solving mindset.
- Ability to work independently and objectively.
- Proficiency in Excel and data review tools.
- Calm under pressure, with good coordination skills across departments.
