Administrator: Sales Channel (Durban) at Mustek Limited

Job Purpose:

• The Sales Administrator is responsible for assisting the Sales Executives, Pre-sales Specialists and building customer relationships.

Responsibilities:

Sales Assistance -Quotation Process

• Responsible for attending to Quotes via Email or Telephonically for the respective Account Managers (including when the A.M is on leave, training, Customer visit etc).
• All quotes need to be attended to and responded to within 10 minutes from being received, ensuring that all items are correctly quoted and compatible with the request.
• In the case where info has been requested from the Product Managers and have not been received by them timeously, the customers email must be acknowledged and followed up hourly with the PM and must be done so until the request has been resolved.
• All quotes done by the admin for the value of R20 000. and above needs to be email to the respective A.M to follow up on the opportunity in order to close the Sale.
• All quotations received within the business day needs to be attended to and responded to before close of each business day.

Sales Assistance – Ordering Process

• Responsible for Processing of Sales orders via Emails or Telephonically with 100 % accuracy ensuring the price match to the PO, Correct quantity, correct type of delivery method used, ship by date correct etc.
• Copy of Sales order need to be email to the customer.
• If there are any discrepancies of the Price on the PO, the customer needs to be advised and the amended PO will be required of the changes.
• If items are on Back order, the customer needs to be advised and if back orders are processed customer needs to be advised that pricing may be subject to change once stock lands based on the R.O.E so we need to requote that transaction before invoicing out.
• Take note of certain items on our Pricelist that may be marked as “SPECIAL ORDER – IRREVOCABLE ORDER” Always advise the customer of this and we won’t be able to cancel once order has been placed.
• All orders need to be placed within 30 minutes from email being received.

Sales Assistance – Transacting with COD Customers

• When transacting with COD customers, Proof of Payment will be required to release orders.
• Proof of payment must be emailed to our Accounts Department and respective Despatch Staff.
• The Proof of Payment needs to be clearly Titled on the Subject line of the email to read as follows “PAYMENT- Order Number to be Inserted; Customer Name to be Inserted “.

Sales Assistance – Transacting with Term Account Customers

• When Transacting with Term customers, if an account is on Hold Status; Limit Reached you will need to consult with the respective Accounts person in Mustek for information on the state of the account, this information needs to be communicated to the Customer to advise the delay in Processing the order.
• The email will need to Be Flagged and followed up daily between our accounts dept and the customer until resolved and completed.

Sales Assistance – Archiving of Customers Emails, Quotes, Orders and Payments

• The sales Admin is responsible for archiving all correspondence which includes, quotes, orders, payments etc on their device through the Outlook 335 or via the Mustek Share Point.

Sales Assistance – Reporting and Submission of Weekly Sales Order Reports

• Sales Admin is responsible for capturing all orders placed daily on an Excel spread sheet.
• These needs be checked daily to see if all orders have been invoiced out, if there are any delays in invoicing out, then admin needs to check if payment has been captured, account on hold, shipping details are correct etc.
• Any delays in invoicing out the orders needs to be brought to the attention of the Account Managers or the Sales Manager.
• The copy of the Excel spreadsheet needs to be emailed to the respective A.M by the close of Business Day of each week ending.

Sales Assistance -Time and Attendance

• Mustek working hours are between 8am to 5pm Monday to Friday.
• All daily tasks need to be completed before the close of each business day.
• The admin may be required to attend to Workshop training or courses that may take place after working hours or on the weekend. Advance notice will be given to make yourself available for attending such function.
• The employee is entitled to a 1-hour lunch break which needs to be taken between the hours of 12h00 – 14h00 daily.
• Application of Annual leave – The admin needs to consult their Account Managers when planning to take Annual Leave. A.M and the Admin to discuss and conclude the prospective dates, if agreed upon the admin may apply on the Sage ESS system for final approval from the H.C.

Sales Assistance – Handling of Credit returns

• In the case of Credit return from the customer, please take note that any items that needs to be brought back for credit is subject to approval and authorisation from Management.
• The Credit policy and Terms and Conditions are stipulated on all Mustek Pricelist and needs to be clearly communicated to the customer in the case of a query.

Sales Assistance - Training

• Keep up to date with product training by attending all Internal or External Mustek training.
• The admin is responsible for keeping up to date with Mustek latest Pricelist and Brand Summary of Products to offer.

Requirements

Qualifications and Experience:

• Matric
• 1 year Sales and/or Marketing qualification preferred
• 1 year experience within ICT industry sales and marketing
• A+ / N+ preferred

Skills and Knowledge:

• Computer knowledge, specifically MS office applications
• Basic knowledge of budgeting, sales/marketing principles, etc.
• ICT industry knowledge
• Detail-oriented
• Multi-task focus
• Customer-centric
• Good administration skills
• Good telephone etiquette
• Good communication skills
• Good people handling skills
• Networking skills
• Organising skills
• Time management skills
• Efficient computer literacy especially in MS applications