Background

The Sales Order Processing Validator plays a critical role in ensuring the accuracy, completeness, and compliance of all sales orders entered into the system before they proceed for invoicing and fulfillment. He/she validates the work done by Sales Order Processors.

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:

• Order Validation Accuracy: % 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.

NOTE: This job description is not intended to be all-inclusive. Employee may perform other related duties to meet the ongoing needs of the organization.

• 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.
• 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.
• 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.

• 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.
• Strong attention to detail, numerical accuracy, and process discipline.
• Excellent communication and documentation skills.

• 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).