Sales Administrator / PA / Secretary

• Main functions include (but not limited to):
• Answer the office telephone and be the first point of contact for the business, including welcoming visitors and providing hospitality
• General housekeeping including managing meeting room bookings, ensuring meeting rooms/communal areas are clean and tidy and available for visitors, and managing stock control of stationery and general office supplies
• Distributing deliveries and arranging collections
• Maintaining and filing electronic and hard copy employee files
• Basic IT/telephony responsibilities
• Fleet management
• Employee leave management
• Documentation and administrative assistance with projects (Data Packs)
• Providing general office administrative support; including photocopying, scanning, forwarding correspondence and filing as required
• Assisting in PR and marketing activities
• PA to Directors

• Receptionist

• Answer telephone, screen and direct calls
• Ensuring calls and messages are relayed correctly and efficiently
• Answering the gate intercom to ensure that no unauthorized persons enter, and monitor visitor access and maintain security awareness
• Ensure knowledge of staff movements in and out of organization, including leave – Put system in place
• Management of employee leave register – Weekly & Monthly
• Distributing deliveries and arranging collections
• Directing any office equipment issues to printer and Wi-Fi service providers

• Tidy and maintain the kitchens and general office areas where guests are present

• Administrator

• General duties include photocopying, scanning and mailing. – Electronic Employee Files
• Manage and communicate boardroom bookings
• Control inventory relevant to reception area, stationery and office supplies
• Maintaining an electronic and hard copy filing system on all relevant business information regarding travel arrangements and necessary documents (IDs, medicals etc.), business associates (SAMPEC, SACEEC, the dti) and all staff.
• Travel arrangements: Visas, TIC, flights, accommodation, applications for events (e.g. Mining Shows; PDAC, Mining Indaba), researching relevant information regarding travels (e.g. weather, info. on the events etc.)
• Coordinate and maintain records for staff, leave forms, vehicle log books etc.
• Project administrative assistance (Document Control): Scanning/copying of documentation and filing in electronic and hardcopy format.
• Marketing administrative duties on all media platforms: This may include and is not limited to liaising with allocated external graphic designer and translators to arrange relevant company marketing material and corporate clothing.
• Organize monthly braais and ensure that everything is tidy and clean afterwards
• Ensure cleaning staff attend to duties correctly and timeously

• Personal Assistant to Executives

• Prepare and edit correspondence, communications, presentations and other documents when requested.
• File and retrieve documents and reference materials.
• Conduct research, collect and analyse data to prepare reports, budgets and documents
• Monitor, screen, respond to and distribute incoming communications
• Arrange and co-ordinate meetings and events
• Liaise with internal staff to relay information directly from Directors
• Ad hoc duties may include but is not limited to assisting Directors with personal request – i.e. kids’ projects, hair appointments, license renewals, personal gifts etc.
• Review operating practices and implement improvements where necessary
• Daily Coffee / Drinks and food preparation for Directors
• Clean Directors’ cups and dishes
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• Financial
• Acquiring quotes and invoices for office appliances, phones, marketing and branding material etc.
  • Procurement: Research and enquire on relevant costs in all sectors of the business to ensure the best competitive price is presented to Directors (for e.g. Travel, accommodation, office supplies etc.)

• Client Relations

• Welcome guests and provide refreshments
• Answering the phone in a professional manner
• Provide relevant information to callers and visitors regarding the company
• Greet persons entering the organization
• Direct persons to correct destination
• Sending out relevant correspondence to clients and suppliers regarding address changes, the latest news etc.
•  
• Personal Capabilities

• Shows initiative and proactiveness (i.e. prevents rather than solves problems or provides a solution).
• Is committed to the success of projects, especially in a document control function.
• Has a positive and can-do attitude.
• Values innovation and diversity of ideas.
• Takes ownership for personal development

• Answers all calls, re-directs calls, and take messages where necessary.
• Receives all visitors and attend to their needs.
• Ensure visitor’s book is completed and up to date.
• Controls stationery issues as required and replenishes when stocks are low.
• Match delivery notes, service reports to purchase order and then do goods received spread sheet.
• File outstanding purchase orders for record keeping.
• Types memos and letters when requested.
• Receive, sort sand distributes internal and external mail.
• Perform ad-hoc tasks as required from time to time, which will include basic secretarial functions.
• Conducting induction tests for contractors who will be working on our premises.
• Managing travel arrangements (local and International).
• Assist with company events when required.
• Arranging of board room bookings and refreshments.
• Assist with daily attendance of staff.

Overall Responsibilities of Position are:

• Ensure the efficient functioning of the Mettler Laboratory Division (Weighing and Analytical) in the absence of the Sales Managers.
• Co-Ordinate and control of the sales/admin support function for both divisions.
• Ensure that the divisional staff are supported at all times in their endeavours to present our customers timeously with quotations, literature and to assist our customers with any queries/enquiries they may have.
• Additional responsibilities include – Also detailed in the Quality Manual as well as any other tasks of a temporary nature, assisting Cape Town, Durban and our Port Elizabeth Secretaries and Sales representatives when required.

Responsibilities:

• Preparing and typing of:
• Quotations using Lotus Notes CRM
• Process Orders and Pro-forma Invoices and credit notes
• General correspondence
• Tender documents, hand delivered or e-mailed
• RFQ document, hand delivered or e-mailed
• Conference and Seminar Functions
• Processing orders and quotes on Internet System Ariba.
• Training Certificates done for Internal Staff and Clients

Filing and Indexing of:

• Quotations
• General correspondence
• Tender documents
• Ensure that all training and conference documents and filed.
• All travel flights, accommodation and car rentals

Organise and co-ordinate Conferences and Seminars:

• Invitations to customers
• Arrange venue and catering facilities
• Payment to Venue’s

Ordering of Literature:

• Stock levels of brochures
• Posting brochures to Clients
• Distribution Branch and local staff
• Order stationary for my division

Data Base:

• Ensure client information is kept up to date at all times.
• Orders processed in Sirocco (CRM)
• Stock checked on Syspro System

BEE Training Records:

• Ensure that all training and conferences are recorded for scoring purposes.

Travel:

• Book local and overseas flights
• Book Avis vehicles
• Book accommodation
• Arrange Visa and Forex for my division

• Answering switchboard in a professional & efficient manner.
• Receive phone/fax/email orders and ensure that product and price details are correct.
• Ensure all orders received are processed correctly according to client’s requirements.
• Ensure all invoices and orders are filled correctly.
• Change customer details daily on pastel partner.
• Change prices on Pastel daily.
• Customer complaints done daily, and process credit notes if necessary.
• Supply credit applications to clients to obtain cover for them and monitor until accepted.
• Monitor all customer credit limits or increases and decreases.
• Low GP Report done weekly
• Monitor stock closely to ensure sufficient stock is available when invoicing / quoting.
• Daily debtors’ control.

Travel:

• Booking of flights
• Car bookings and Reservations
• Filing of all documents daily.

• Prepare Quotes: Receive from Sales/ Technical person or customer.
• Lease with Sales/Technical people to identify part numbers, if not known. Check stock nationally and internationally.
• Check delivery times using SAC and SAP System, forward to relevant customer or salesperson. Follow up on quotations.
• Receive order from Customer / Salesperson. Capture relevant details ie: description, prices, into system.
• Process Orders: Check local stores for stock, and place order.
• Liase with store man to ensure delivery to customer.
• Track remaining orders and keep customers informed regarding progress.
• Forward invoice details to finance department.
• Receive claims (Customer Complaint) from customer with respect to faulty parts.
• Investigate claims lodged, follow up on discrepancies detected. Implements corrective action and liaise with customer.
• Generate stock order reports (back order reports) and forward to Manager.
• Update of customer information on SAC.
• Prepare daily invoices and credit notes supply to warehouse and accounts department.
• Filing of all daily quotes and orders.
• Assist in stock takes.

• Order Processor
• Internal Sales and assist
• Selling of Bearings and Seals and Cylinders
• Assisting External sales representatives
• Handling of Customer Complaints
• PC Literate (MS Office)
• Microsoft Excel Level 1 & 2
• Knowledge of Pastel Evolution
• Training Internal: Bearing knowledge and
• Assisting in Stock Takes
• Telesales, cold calling to grow customer base
• Pricing changed daily.
• Manager daily back orders and stock checks
• Manage day to day work
• Assist in warehouse management
• Checking of daily back order reports
• Filing of all documents daily.
• Follow up of all quotes in the department

Client Liaison

• EDT – Electronic Data Transfer System (Mercedes)
• Internet Orders
• Internet Orders – Collaborative Exchange System

• Handling of Customer Complaints
• PC Literate (MS Office)
• Microsoft Excel Level 1 & 2
• Knowledge of Movex and SCSS Systems
• Health and Safety Chairperson
• Training External: Fire Training & First
• Level First Aid, Export Management
• Training Internal: Bearing knowledge and Six Sigma
• Assisting in Stock Takes
• Telesales
• Train internal staff on In-house system. (Move)
• Monthly MMR’S
• Checking of daily back order reports
• Follow up of all quotes in the departement
• Client Liaison
• Placing of orders for Distributors &Export Customers

Order Processor

• Export Management Certificate:
• Waybills
• Packing Slips
• F178 Forms
• Declaration Forms

Internal Sales/ Call Centre Agent

• Selling of Bearings and Seals
• Assisting External sales representatives

Placing of orders

• BU & OE (Automotive Business Unit and Original Equipment)
• Call Centre Approved (Through Kelly girl & Emanuel’s)
• EDT – Electronic Data Transfer
• Internet Orders
• VSM P&A (Vehicle Service Market
• Parts and Accessories)
• Sales for Distributors & Export Customers

• Order Processor
• Internal Sales
• Telesales
• Client liasion
• Packing stock
• Booking in and out of stock
• Placing of orders
• Stock taking
• Posting to all provinces in RSA
• Constant packing of shelves
• Dealing with customers and suppliers
• Dispatch Driver

• Selling Stationary telephonically
• Writing out orders
• Product Knowledge

• Debtors and Creditors
• Invoicing & Statements
• PC Literate (Windows 95)
• Telesales
• Reception
• Ordering
• Dispatching of Driver
• Set Incentives and Targets

• Selling Stationary telephonically
• Writing out orders
• Product Knowledge (Stationary)

• Selling Stationary telephonically
• Writing out orders
• Product Knowledge
• Remaining motivated at all times