Sales Administrator at Axis House Pty Ltd

Accountability Objective:

• To provide support to the company sales team by handling administrative tasks such as enquiries, quoting, order processing, managing customer accounts, providing data and reports and act as an extension of the sales team when representatives are away from the office. To serve as a point of contact for customers with queries about orders or deliveries. Contribute to high quality customer service and assist the sales team to meet targets.
• The position is supported by the Sales Manager in South Africa.

Principal Accountabilities

Accountability One
Definition:

• Assist with processing enquiries quickly and efficiently. Liaising with suppliers and shipping lines to secure the best possible prices for clients. Compiling quotes, keeping track of the quotes which have been sent out. Processing of orders once received. Typing up reports and ensuring they are sent timeously to senior management at the end of each month. 

This is done by:

• Processing enquiries the same day of receipt
• Sending out enquiries to suppliers and shipping lines
• Formulating the costing to submit a cost effective quote for the client
• Sending out quotes including product data sheets and any relevant information as required by the client
• Communicating effectively with your Managers to ensure quotes have been sent onto the clients and following up in a timeous manner.
• Processing orders once received, which involves sending a PFI  order confirmation, placing orders with suppliers as per costing, notifying shipping lines to secure space on the earliest vessel to adhere to our delivery schedule
• Checking data accuracy in orders, invoices and statements
• Ensure orders are despatched within the stipulated time frame
• Send statements at month end
• Follow up on any outstanding payments from clients

Estimated % Time required:

• 80%

Performance Standard(s):

• Monthly report on enquires done vs orders received
• Client visit reports – to be collated from the Sales Manager
• Report evidencing failed quotations with suggested solutions
• Monthly report including marketing activity in the territory  – information to be gathered and collated from the sales manager

Accountability Two

Definition:
Monitoring customer accounts
This is done by:

• Assist with sending out monthly statements and invoices
• Assist with liaising with clients to ensure payments are received timeously
• Liaising with sales representatives on any queries on the accounts and ensuring that they are resolved.
• Communicating with the finance department regularly and providing accurate feedback

Estimated % Time required:

• 10%

Performance Standard(s):

• Statements to be sent out within 24 hours of month end roll over
• Client queries to be dealt with before the 15th of each month to ensure timeous payments
• Statements reconciliation to be done monthly or as and when required

Method of Measurement:

• Performance will be reviewed in a review session bi-annually in an annual performance appraisal.

Accountability Three

Definition:
Acting as a point of contact for customers at all times
This is done by:

• Answering phone calls and responding to emails
• Following up on any outstanding queries/enquiries/quotes/orders
• Managing enquiries and liaising with relevant sales representative to ensure on-going quality customer service while representative is away

Estimated % Time required:

• 5%

Performance Standard(s):

• Ensuring that enquiries are handled effectively and efficiently
• Quick and clear communication with both clients and sales representatives

Method of Measurement:

• Minimum of 3 references from internally and externally
• Monthly report on queries and how they were dealt with including the time frame

Accountability Four
Definition:

• As guided by management, attend Axis House training sessions when required.

Estimated % Time required:

• 5%

Performance Standard(s):

• 6 monthly report on personal training application and development

Position Requirement

• Minimum 3 years’ experience in Sales Administration
• Knowledge and understanding of Imports and Exports essential
• Preferably previous Logistics Experience
• Basic understanding of finance
• Good MS Office Skills (especially excel)
• BCom Degree (not essential but preferred)
• Able to manage time effectively, prioritise tasks and achieve set targets
• Able to work well under pressure
• Attention to detail and accuracy
• Good reporting and administration skills

Please forward CVs to Makhalila Mwalie at [email protected]
Closing Date: 28th February 2020

Please apply only if you have the required experience.