Cipla Customer Services Representative 

Cipla Customer Services Representative 

Cape Town, Western Cape

Cipla Customer Services Representative 

Job Purpose

To deliver world class customer service by ensuring all administrative duties are well executed according to the business standards and consistently provide support to relevant business units.

Actively participate in all business initiatives where sustainable solutions for both internal and external customers will lead to improved customer experience. Be an active voice of the customer and a custodian for customer satisfaction.

Accountability ClusterMajor Activities / Tasks
Customer Services Mailboxes ManagementDownload and log all received orders in the register within the agreed timelines.Fairly allocate orders to Customer Service Representative.Update the order register with the relevant informationLog all customer queries and complaints in the relevant system within the agreed timelines and fairly allocate to Customer Service Representative. 
Order Fulfilment Accurately process manual orders, quote requests and electronic orders according to standard procedures and relevant SOP’s.Ensure that all export orders are in line with exports regulation/standardsCommunicate orders with special instructions to Warehouse Team and logistics partnerEnsure that all orders are captured according to the business standard (i.e. Short pick lines to be loaded as a back order, MOV)
Customer Queries / Complaints ResolutionConsistently resolve telephonic and email customer queries/ complaints efficiently, accurately and within agreed timelines.Prepare credit and re-invoice documentation accurately and in-line with company policyAttend to customer’s recons as per the agreed timelinesPrepare claw back credit notes and inform debtors department of differences in the claim amountArrange for customer to keep short dated stock and provide protection letters confirming that stock will be uplifted /refunded in the month of expiry if not sold and arrange upliftment’s from clients with the Distribution Centre.Oversee and supervise to ensure products and services are delivered on time to customers and in compliance to company standards and procedures in providing customer services.Inform Distribution Centre of damages and shortages to be claimed from DSV and prepare documents and resolve product or service enquiries by clarifying and recording the customer’s complaint, determining the cause of the problem and expediting corrective measures in the best interest of both the customer as well as the company.
ReportingWeekly back order report to be updated and sent to relevant partiesDaily customer queries reportAttend to failed deliveries report dailyAttend to collection report dailyComplete customers’ outstanding orders reportAttend to customer recons report
Customer EngagementManage customer delivery expectation through daily random telephonic updatesBuild sustainable relationships and trust with customers through open communication 
AdminMaintain a filing system appropriate to the activities of the unit, including orders / credits paperwork.
GeneralAssist with any reasonable duties as requested by management to ensure that the department is functioning optimally and meeting its set objectives and goals.Participates and contributes in projects and cross functional activities as required.

Skills & Knowledge


Educational qualifications: Grade 12 (Matric) or EquivalentRelevant National Diploma/Degree in Business Administration or similar
Relevant Competencies / Skills  Minimum of two years in a similar environmentCollaborative team playerSpeed and accuracyMeticulous attention to detailCommunication skills and ability to use positive languageConflict managementHandling pressureMulti-taskingExcellent at following through on tasksPurpose InspiredInnovation DrivenResponsibility CentredIntegrity and Trust AnchoredExcellence FocusedSAP experience is advantageous 



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