Commercial Administration Team Lead at Southern Oil (Pty) Ltd

Responsibilities

• Management & Department administrative support (Commercial Division)
• Provide full administrative support to the Commercial Director relating to aspects such as (but not limited to) diary management, PR, travel arrangements, liaison between the various departments within the commercial structure, presentations, minutes of meetings
• Manage credit card expenses process for the Commercial Director and Sales Manager
• Provide full administrative support to the Sales Manager
• Responsible for the travel arrangements of the commercial division.
• Direct liaison with external stakeholders

Commercial administration

• Prepare various customized reports on a daily, weekly and monthly basis
• Liaison with customers on matters such as pricing
• Manage internal projects 
• Raise Purchase orders (PO) and ensure timeous payments to stakeholders
• Responsible for commission administration
• Responsible for daily communication pertaining to key customer pricing
• Oversee the department compliance relating to policies and procedures
• Efficient and effective running of the sales office
• Attend to customer queries
• Oversee the department KRA process

Demand planning 

• Contribute towards maximising selling opportunities within the greater sales team
• MRP planning 
• Gather information from the sales team in respect to sales planning
• Review data and action accordingly – ie red flags
• Weekly review planned sales vs actual sales and planned draft sales orders
• Draft sales order management (link between Sales and Sales Admin)
• Direct link between commercial, planning and supply chain, in respect to order date movements and priority

Data analysis

• Sales Analysis (Internal)
• Review sales figures of all customers - month on month; quarterly; bi-annual
• Analyse basket of sales on all customers set on specific parameters 
• Deadline management
• Sales Analysis (External) – 3rd party sales data
• Distribution and gap analysis
• Competition activity analysis
• Opportunity analysis
• Report creation
• Brand equity calculation

Customer relationship management/ Event management 

• Build strategy and drive customer retention
• Liaison with key customers
• Building CRM strategy and implementation
• Responsible for all event management

Health and Safety

• Participate in safety forums created by Soill for example safety meetings and safety talks
• Follow-up on any activities assigned through safety meetings / committees / representatives / management
• Report all safety incidents to the relevant people
• Attend safety education and refresher programmes
• Comply with safety policies and procedures at Soill
• Distribute safety information as and when required
• Wear protective clothing (where applicable) at all times

Employee management and development

• Ensure overall compliance to relevant procedures and policies.
• Ensure that all team members have clearly defined job profiles  
• Regular goal review completed to assess achievement of results
• Support, coaching and mentoring is continuously provided to ensure that objectives are met
• Ensure that development plans are in place for each employee 
• Appropriate allocation of resources to meet operational demands
• Ensure that events/activities taking place in the team are effectively communicated within team
• Ensure adequate succession planning in order to meet ongoing and anticipated business requirements

Requirements

Qualification and Experience

• Relevant tertiary qualification in Marketing/Finance/Analysis
• Minimum of 2-years relevant working experience coupled with team management
• Administration and coordination experience within a Commercial/Sales environment recommended
• Computer Literacy – MS Office Suite with specific reference to Excel (intermediate to advanced)
• Valid driver’s license