Administrator at Helderberg Personnel

Requirements:

• Matric
• Tertiary qualification will be advantageous
• 4-6 years’ experience in a sales/quotation administration role
• Fully bilingual (English and Afrikaans)
• Computer literacy in MS Excel (Advance) and Sage Evolution will be advantageous
• Highly organized, efficient and good at prioritizing/time management
• Valid Driver’s license and own transportation
• Ability to work under pressure
• Good communication skills

Duties will include, but not limited to:

• Generate quotations based on floor plans and cabinet requirements, confirming sizes, specifications, and quantities.
• Create quotations on Sage Evolution
• Calculate and generate installation and transport costs using Excel.
• Request quotations from external courier/transport companies when needed.
• Submit draft quotations to the Head of Department (HOD) for review, revise as instructed, and resubmit.
• Update the Excel stock planning sheet after submitting quotations to customers, monitor stock levels, and flag any issues.
• Obtain authorization to generate variance quotations.
• Maintain hard copy quotation packs for specific customers.
• Keep the quotation tracking system updated
• Save all received capex orders and associated quotations in digital files.
• Print capex orders and add them to hard copy packs if hard copy quotations exist.
• Verify capex orders against submitted quotations and report any discrepancies.
• Convert quotations to orders using Sage Evolution.
• Update and maintain the Excel stock planning sheet.
• Keep relevant Excel Sheet updated
• Assist the Finance department by reconciling quoted transport costs with actual transport invoices.
• Identify and report any discrepancies, investigating the reasons behind them.
• Liaise with the Finance department regarding part loads that may cause differences
• Assist with all incoming shipping documentation.
• Regularly compile necessary Excel spreadsheets for Directors and the Managing Director upon request.
• Reconcile and report any stationery and grocery needs to HR.
• Perform shopping runs for office necessities, company owners' requirements, and PostNet, if needed.
• Handle ongoing filing and archiving tasks.
• Occasionally assist with catering preparation for VIPs.
• Perform other ad hoc duties as required.