Internal Sales Coordinator (Based in Kyalami) (Hay Level 12/C1) at NECSA

Key Performance Areas:  

Prepare and manage sales documents

• Check and confirm stock availability in warehouse with supporting teams.
• Prepare Pro-forma Invoice for cash customers: invoice customer for goods that they will receive in advance so that they pay prior to collection of the product.
• Extrapolate SAP data to support the Sales Manager/ Sales Team with monthly reports.
• Prepare quotations for customers on request and follow-up.
• Compile quotations/RFQ’s/Tenders for current and prospective customers by utilising the GP calculator, landed costs and budgeted GP’s.
• Submit RFQ’s, quotations and tenders before closing dates.
• Maintain comprehensive database and calculate monthly conversion rate.
• Obtain freight prices from Logistics Company for delivery if customer is outside of Gauteng.
• Responsible for updating Supplier and Customer price list.
• Responsible for updating Supplier and Customer contact database.
• Maintain the electronic filing system on shared drive.
• Identify new clients and opportunities within the applicable environments.
• Attend in-house training of current and new product ranges.
• Assist with organising events, congresses, workshops, academic days and product launches.
• Attend and participates in sales meetings and take minutes.
• Assist with tender and vendor form completion, dissemination and filing.
• Customer complaints handling.
• Ability to work within tight timelines and manage emergency issues in a mature manner.
• Control and distribution of catalogues and corporate gifts, minimum levels to be maintained
• Medikredit – registering new nappi codes, price changes and valid Section 21’s Customer Satisfaction Surveys.
• Collect weekly territory planners on Mondays and match with customer visit reports.
• Keep record of all submissions for performance evaluations.

Management of customer relations

• Follow-up on customer enquiries and problems regarding products, orders, tenders.
• Advise customers of order delays and/or suggest possible alternatives where necessary.
• Assist with complaints and follow-up procedures.

Office Support

• General correspondence, emails, filing, phone support/messages.         
• Monitor “support” mailbox and sales representatives’ emails when they are on leave. 
• Forward quotation requests to relevant sales personnel.
• Forward any email of interest/value to relevant staff members.

 JOB REQUIREMENTS

• To behave in a professional manner at all times, reflecting and maintaining the values and ethos of the organisation and generating a positive image of the organization and to adhere to all the organisation’s policies and procedures.

PROFESSIONAL SKILLS AND KEY COMPETENCIES

• Sound knowledge and understanding of the completion of administrative tasks according to procedures.
• Knowledge and understanding of the principles of business, the application thereof, the opportunities within business and the seizure of such opportunities.
• Sound knowledge and understanding of the strategic business alliances contributing to the success of the organisation.
• Sound knowledge of the business environment, the relevant role players within the business and their key responsibilities and outcomes.
• Sound Knowledge and understanding of the business objectives and interpretation thereof to achieve business success.
• Sound knowledge of the different business systems, associated applications and the interrelationship between the business systems.
• Sound knowledge and understanding of the charging process, average period of payment and the impact on the commercial viability.
• Knowledge of the organisational behavioural requirements that governs business conduct.
• Sound knowledge and understanding of the Code of Marketing Practice, the regulatory requirements, and the implication of non-compliance to the Code.           
• Knowledge and understanding of the competitor products and services and the possible impact on the company.
• Knowledge and understanding of the systematically arranged collection of computer data, structured so that it can be automatically retrieved or manipulated.
• Sound knowledge and understanding of the products and services provided by the organisation and the application of each product and service.
• Knowledge and understanding of the modules and components of the SAP system to enable performance of outputs.
• Sound knowledge and understanding of the specific subject matter related to the field of expertise.
• Knowledge and understanding of how to present something formal or official, in the form of a document.
• Sound knowledge and understanding of the work methods and techniques applied in the execution of outputs.
• Sound knowledge and understanding of the working procedures and technical instructions pertaining to the outputs performed.

THE PERSON SHOULD DISPLAY THE FOLLOWING ATTRIBUTES:

• The ability to execute outputs with exactness and precision thereby eliminating errors.
• To display an open and friendly disposition enabling easy communication to people at all levels.
• The ability to attend to finite detail whilst executing outputs to ensure the quality of service delivery.
• The awareness of the customer needs and expectations and the fulfilment of the customer needs and requirements.
• The ability to determine deadlines and execute outputs accordingly without exceeding target dates.
• The ability to do something well or achieve a desired result without wasted energy or effort.
• The ability to attend to multiple tasks at the same time and to be able to perform each task competently.
• The ability to act within the code of conduct and maintain a professional image at all times.
• The ability to behave in a controlled and calm way even in a difficult or stressful situation.
• The ability to pursue the achievement of an output/objective by internal locus of control without external motivation.
• The ability to act independently and start processes without any external motivation.
• The ability to operate within a soundly managed team whilst respecting the diversity of the team members.
• The ability to maintain work rate according to standards whilst operating under severe time and delivery constraints.

Requirements

MINIMUM QUALIFICATIONS AND EXPERIENCE:  

• Matric + preferably a three-year Business administration degree or equivalent.
• Customer service background.
• Computer literacy – MS Office, and SAP.
• 1-2 years’ experience in internal sales.
• At least 3 years’ experience in sales of radiopharmaceutical products will be an added advantage.