Office & Sales Administrator- 6 month contract

• Review all orders received from customers.
• Forward confirmed orders to Internal Sales Administrator (Planning) Local or Exports
• Answers the switchboard, directs calls, and take messages where necessary.
• Receives all visitors at the reception and attend to their needs.
• Ensure the visitors book is completed and up to date.
• Enquiries Regular Products:

• Prepare an all-inclusive quotation and submit to customer timeously.
• Follow up with the customer.

• Once order is received, pass the order on to the Internal Sales Administrator (Planning) Local or Exports
• If order not received, find out the reason and amend where possible to ensure that future enquiries are not lost.
• Enquiries Non-Regular Products:

• Liaise with Technical. Production and Accounts departments to ensure that the product can be manufactured/outsourced and supplied, and it is commercially viable.
• Prepare a quotation timeously and submit to customer.
• Follow up with customer.
• If order is received, review the order to ensure that all requirements can be met and pass the order to the Internal Sales Administrator Local or Exports
• If order is not received, find out the reasons and amend where possible to ensure that future enquiries are not lost.
• If product is not possible to manufacture/outsource or is not economically viable, notify customer and close the enquiry.
• Ensure that economically viable minimum order quantities (MOQ) are agreed with customer and Production department.
• Ensure that inflationary effect on pricing is considered for enquiries with validity period of over 30 days.
• Customers terms and conditions:

• Ensure that customers terms and conditions on the purchase orders are understood and can be adhered to
• Ensure that special customer requirements are understood and can be adhered to
• Follow up with customer for any discrepancies on terms and conditions and special requirements.
• Ensure that special customer requirements are communicated to all relevant departments.
• Get involved in the preparation of the monthly production plan and forecasting.
• Ensure that deadlines are realistic for customer orders.
• Co-ordinate any relevant information from the Sales Administrators/ consultants and give continuous customer feedback on matters relating to inability to meet agreed delivery dates and quantities.
• Types memos and letters when requested.

• Receive, sort, and distribute internal and external mail.
• Takes minutes when required.
• Controls stationary issues as required and replenishes when stocks are low.
• Match delivery notes, service reports to purchase order and then do GRVs and file outstanding purchase orders for record keeping.
• Generally, perform ad-hoc tasks as required from time to time, which will include basic secretarial functions.
• Conducting and coordinating induction tests for contractors who will be working in our premises.
• Quality:

• Carry out the role in accordance with the ISO International Quality standards.
• Work closely with SHERQ department regarding customer Non-Conformances.
• Provide detailed reasons for Customer Non conformances and ensure controls are put in place to avoid repeats.
• Pricing/Costing:

• Send price notifications to the relevant customer representatives once prices have been determined by the Sales Executive
• Liaise with Cost Accountant to ensure that correct prices and costing are always loaded on the Sage system for manufactured and bought out items.
• Monthly Reporting:

• Ageing back-order report
• Customer Satisfaction Survey
• Daily order intake report
• Overdue order report
• Credit notes trend analysis.
• Attend monthly Debtors Meetings
• Ensure customer details are always accurate on the Sage Customer Masterfile
• Ensure that customer credit limits are always reviewed.
• Perform any other task within the role profile as requested from time to time.

• Product knowledge
• Excellent peoples skills
• Conflict Management Skills
• Knowledge of Computer Programmes, Sage, Windows, Word, Excel, etc.

• Marketing and Sales type qualification.
• 3 Years relevant experience

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