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SALES ADMINISTRATOR - 316014
FMCG / Retail / Wholesale
Wage / Salary:
R - Market Related - P/M (Per Month)
Cape Town, Western Cape
Sales driven, administrative position with focus on supporting the sales function in all aspects, including direct customer sales; key objective is to provide back office support to the sales field function with processes and controlling regimes in order for the company to achieve its profitability objective.
Quotes and Tenders: Tenders, customer proposals and PFI’s are submitted within 24 hours of receipt of request, with a high degree of accuracy.
DDR’s: Sales Field Staff is supported by back office assisting with compilation and circulation of demo delivery requests thereby freeing up Sales field member’s time to focus on generating sales.
Marketing Resources: Marketing materials are available at adequate levels, and updated records maintained electronically. Assist with coordination and planning of exhibitions.
Vendor Registration: SMA PSS & SMA vendor registrations are updated and maintained in a pro-active manner.
Duties are executed in consistent and efficient manner with an outcomes-focussed approach, requiring minimum supervision.
Coordinate Front Office technical sales function to Technical Back Office as per SOP(s).
Liaise with internal and external customers in professional manner and effect satisfactory outcomes.
Company SOP’s and guidelines are adhered to through personal compliance and integrated in execution of work.
Contribute to building company culture and team effectiveness through adhering to deadlines, participation and cooperation.
First line of contact for general enquiries and administrative support to sales field force (e.g. liaison with colleagues in Europe as and when required; arrange brochures to be couriered to customers and prepare the packs, e-mail brochures or other technical information to customers upon request from sales field member, compile and update product specification sheets; presentations; updating quote registers with new quotes submitted during the week for circulation).
Coordinate Front Office technical sales related enquiries to Technical Back Office function.
In cooperation with sales field member, compilation of tender documents for submission prior to deadline.
Generate customer proposals for local and export markets, ensure accuracy levels are maintained as per guidelines provided; including pro-forma invoices. Plan workload and priorities to adhere to 24 hour turnaround time for quotations, since time of receipt.
Maintain data (stock codes, descriptions and images) on quote automation system.
Upon request from Sales field member, assist with compilation and distribution of demo delivery requests as per SOP to achieve the required outcome.
In absence of Sales & Marketing Admin Manager, receive and distribute customer orders with relevant documentation such as spec sheets within 24 hours of receipt of order. Ensure Sales field member and Head of Sales sign off on the spec sheets.
Ensure SMA PSS & SMA’s vendor registration remains valid (government & private); compile a register to monitor when documents are due for re-registration at each institute (public + private) and resubmit documentation as necessary to maintain validity.
Take ownership of role in planning exhibitions in cooperation with Sales & Marketing Admin Manager, Sales Force and Head of Sales.
Act as ambassador for Company during all interactions with customers or visitors to the office, or at exhibitions.
Assist Head of Sales, Sales & Marketing Admin Manager and sales team with marketing campaigns, customer packs and customer presentations.
Monthly stocktake to pro-actively manage availability of marketing resources (brochures, give aways, technical information, ISO&CE certificates) and alert Sales & Marketing Admin Manager when levels reach specified minimum quantities; liaison with 3rd party suppliers to procure marketing resources within allocated budget and timeframe.
Proper electronic record keeping of relevant documentation on the company server.
Apply a pro-active approach to ensure Sales & Marketing back office is operating efficiently and reliably, with a sense of urgency to resolve challenges.
Act as back up for reception and front office duties.
Any other ad hoc tasks or different duties delegated by management where necessary to meet the goals of the Company.
Actively demonstrate the Company principles and culture through execution of daily tasks, and contribute to team effectiveness through participation and cooperation.
Maintains client confidentiality in conformance with confidentiality policy and Government laws and regulations.
Relevant Tertiary Qualifications or equivalent skills/experience
Marketing, Administration or Project Management/equivalent skills/experience
Experience on Pastel preferred
Computer literate/equivalent experience with specific reference to Excel & PowerPoint
Logical reasoning and analytical ability
Outcomes-orientated and deadline driven within fast-paced high pressure environment
Willingness to learn, to understand the ‘why’; grow personally as well as with the company
Ability to follow-up, monitor and drive action
Continuously improves technical product knowledge
Tenders/equivalent experience in compiling documentation for submitting tenders
Excellent verbal and written communication skills
Strong work ethic with the ability to perform with limited supervision
Good organisational, planning and problem-solving skills
Excellent record keeping
Well groomed in communication and appearance