Sales Assistant at Oza Holdings

Role Purpose:

• To provide effective administrative and operational support to the sales department by assisting with customer enquiries, sales orders, quotations, customer relationship management and sales reporting. The role aims to ensure efficient sales operations, excellent customer service and the achievement of departmental sales objectives.

Health & Safety:

• Compliance with all EH & S guidelines and procedures.
• Work according to Integrated (Environmental and Quality) Management System requirements.
• Follow all company policies, procedures and work instructions applicable to the position.
• Handle confidential customer and company information responsibly.

Key Tasks
Sales Administration and Support

• Assist the sales team with daily administrative and operational activities.
• Prepare, process and follow up on customer quotations, sales orders and related documentation.
• Ensure that customer orders are accurately captured and processed within the required timeframes.
• Maintain accurate and up-to-date customer records, sales files and databases.
• Assist with the preparation of sales reports, sales statistics and departmental performance reports.
• Monitor outstanding orders and follow up with the relevant departments to ensure timely processing and delivery.
• Customer Service and Relationship Management
• Respond to customer enquiries professionally and promptly via telephone, email and other communication channels.
• Assist customers with product information, pricing, order status and delivery-related enquiries.
• Refer customer complaints, disputes and complex queries to the relevant sales representative or manager.
• Maintain positive working relationships with existing customers and assist with prospective customer enquiries.
• Follow up with customers to confirm satisfaction and support the delivery of excellent customer service.

Order Processing and Coordination

• Liaise with Finance regarding customer accounts, credit limits, payments and outstanding balances where required.
• Coordinate with Logistics, Dispatch, Production and the Weighbridge to assist with order fulfilment and deliveries.
• Verify order details and ensure that relevant documentation is complete and accurate.
• Assist in identifying and resolving discrepancies relating to orders, invoices, deliveries and customer records.
• Communicate order changes, delays or other relevant information to customers and the sales team.

Sales Reporting and Performance Monitoring

• Compile and maintain accurate sales reports and records as required.
• Assist with tracking sales volumes, customer activity, outstanding orders and sales targets.
• Ensure that sales information is captured accurately and submitted within the required deadlines.
• Identify recurring administrative or customer service issues and recommend improvements where appropriate.

General Administration

• Maintain proper filing and document control in accordance with company procedures.
• Handle confidential customer and company information responsibly.
• Assist with sales meetings, presentations and other departmental activities.
• Perform any other duties related to the position as instructed by management.

Other:

• Perform any other related duties in the interest of CEMZA as instructed.
• Work according to Integrated (Environmental and Quality) Management System requirements.
• Work according to Instructions / Procedures as pertaining to his/her operation function as assigned and abide by all legal (laws/by-laws) requirements / Company Policies and Practices

Qualification & Experience

• Grade 12 / Matric certificate.
• A relevant qualification in Sales, Marketing, Business Administration or a related field will be advantageous.
• At least 2 years' experience in sales administration, customer service or a similar support role.
• Experience with ERP systems or sales order processing systems will be advantageous.