Sales Administrator at RCL Foods

RCL FOODS is looking for an incumbent to support the VTM Team by providing an important link between VTM and Vector Central Fleet department.

Minimum Requirements    

• Matric
• A secretarial diploma or office administration diploma would be an advantage
• 2 years' administrative experience

Duties & Responsibilities    
Travel Administration

• Ensuring correct procedure is followed and that travel requests are received at least a week prior to travelling
• Submitting of travel requests for Approval by Line Manager
• Completion of costs on travel request documentation
• Capturing of travel dates and costs in SAP, extracting travel costs from SAP
• Ensuring accommodation booked in accordance to the RCL FOODS preferred supplier list
• Assisting travellers with the documentation required to correspond to the monthly credit card statements
• Ensuring that travel billed back to the business is in line with policies and allocated meal limits
• Ensuring adherence to budgets

Fleet Administration

• Maintaining control registers of all vehicles assigned to employees, petrol cards, vehicle licences, drivers’ licences and ID’s
• Administering the full fleet compliment for utilisation by VTM/ RCL
• Assisting with Capex requirements for new vehicles
• Administration of vehicle replacements and disposals
• Ensuring that quarterly vehicle checks are performed and keeping record of these checks in a central place
• Administering the process of accident reporting to Insurance and Central Fleet Department, ensuring that details of insurance and repairs are logged and that internal controls are followed
• Ensuring that Regional Sales Managers are fully aware of all accidents pertaining to their regions, that incident/accident related documentation and quotes are signed off accordingly
• Ensuring that HR is made aware of incidents/ accidents and assisting with possible investigations
• Ensuring that an effective AOD (Acknowledgement of Debt) system is in place
• Monitoring and highlighting irresponsible driver behaviour to Regional Sales Managers, based on data received on a monthly basis
• Monitoring business mileage versus private mileage and investigating any irregularities
• Monitoring fuel and toll fees
• Monitoring average fuel usage per month and investigating any irregularities
• Investigation of irregularities picked up by Senior Management
• Compiling breakdown of monthly Fuel Statements for submission to payroll and relevant employees
• Ensuring that drivers submit monthly fuel slips timeously
• Documenting opening and closing mileages

General Administration

• Maintain electronic and paper-based customer records and information
• Ensure all staff who have expenses submit timeously and ensure monthly that all staff accounts are up to date
• Assisting with cycle meeting preparations – travel & accommodation
• Uplift Books - keep records of books distributed to the Area Sales Managers and Field Marketers
• Regular feedback on deadlines set out by Sales Information Specialist
• Supplying Sales Information Specialist with relevant information required for monthly reporting
• Coordinate the maintenance of Company Vehicles - manage booking of all sales vehicles for services for all staff that have company cars and ensure that services are maintained as per requirement
• Ensuring all staff with company vehicles have been issued with up to date: Licence Discs, Cell Phones, IT Equipment, Hand Held Technology

Closing Date    
2023/05/23