Fuel Sales/Procurement and Administration Manager

The Fuel Sales and Administration Manager will oversee the daily sales operations, customer relationship management, and administrative coordination of bulk fuel (diesel and petrol) distribution. This role ensures smooth order processing, accurate documentation, regulatory compliance, and efficient coordination between operations, logistics, and finance to support high-volume throughput. The Companys target for this business is to expand the volumes to at least 10 million litres per month in the first year and to further expand to at least 20 million litres per month within 2 years. Key Responsibilities 1. Sales and Customer Management Manage and grow the companys fuel sales portfolio, including retail, commercial, mining, and logistics clients. Develop and maintain strong relationships with key customers, ensuring consistent service quality and client satisfaction. Negotiate sales contracts, credit terms, and pricing within company guidelines. Monitor market trends, competitor activities, and pricing movements to support strategic decision-making. Coordinate sales forecasts with operations to ensure optimal stock planning and supply reliability. 2. Order Processing and Documentation Oversee daily order intake, confirmation, and dispatch coordination with logistics and depot teams. Ensure all sales transactions are accurately captured in the ERP/accounting system (e.g., Sage, SAP, or equivalent). Verify delivery notes, invoices, and weighbridge tickets for accuracy and completeness. Track fuel movements, customer deliveries, and account balances. Maintain and handle all changes to systems regarding the orders and selling of diesel 3. Administrative and Financial Coordination Manage administrative staff responsible for billing, reconciliations, and reporting. Ensure timely invoicing and follow-up on customer payments in coordination with finance. Maintain up-to-date customer contracts, compliance documentation, and credit approvals. Compile and submit weekly and monthly sales performance reports. 4. Compliance and Controls Ensure all sales and distribution activities comply with petroleum regulations, health and safety standards, and company policies. Maintain accurate records of fuel transactions for audit and regulatory purposes. Coordinate with the depot manager to reconcile daily stock and fuel inventory. 5. Team Leadership Supervise and mentor sales and admin staff to ensure high performance and accountability. Implement standard operating procedures (SOPs) for sales and administration functions. Drive a culture of accuracy, efficiency, and customer focus across the department. Key Performance Indicators (KPIs) Daily fuel sales volume vs. targets Customer satisfaction and retention Accuracy of sales documentation and reporting On-time invoicing and debtors performance Compliance with stock and transaction controls Qualifications and Experience Minimum 510 years experience in fuel sales, logistics, or petroleum administration. Strong understanding of bulk fuel operations, product pricing, and logistics coordination. Experience with ERP/accounting systems (e.g., Sage, SAP, or similar). Proven track record in team leadership and customer relationship management. Skills and Competencies Excellent communication and negotiation skills. Strong analytical, numerical, and reporting ability. Detail-oriented with high accuracy in documentation and compliance. Ability to work under pressure in a fast-paced, high-volume environment. Proficient in MS Office (Excel, Word, Outlook, PowerPoint). Knowledge of fuel industry regulations and standards.