Sales Coordinator: Inbound FTC 36 Months at AVIS

Key deliverables and outputs

Strategic/Financial

Payment

• Obtain invoice, complete the EFT request, obtain authorising signature and hand over to Finance Department within 2 days of receipt
• Obtain authorising signature on expense claims and hand over to GM: Inbound within 2 days of receipt

Operational 

Queries

• RAC QUERIES - Log into Zwakala International Sales Query Log and forward to main Customer Care Centre
• VAP QUERIES - Invoice queries to main Customer Care Centre and service delivery issues logged on AS400.  Inform the customer of the progress made (e.g. billing, invoices, rates, service, waivers, sales reports, preferred / account application)
• All queries are responded to within 24 hours
• Report weekly to Key Accounts Manager and Regional Sales Manager on progress
• Close query log in Zwakala once resolved

Information

• Provide appropriate information to customer's satisfaction as required (e.g. updates, all products or services, general information, rate sheets, procedures, fleet)

Coordination

• Source and book meeting rooms as requested
• Assist with workshops and training as required
• Arrange for beverages and catering for meetings

Packs and Presentations

• Gather information, load packs according to standard and hand over to Key Accounts Manager / Regional Sales Manager per set deadlines (i.e. monthly, quarterly reviews, workshop packs)
• Prepare presentation as per set deadline (i.e. monthly, quarterly reviews, workshops)

Tenders, Proposals and Vendor Registration

• Gather required information and prepare documents for customer
• Consolidate, type, format and check accuracy (e.g. Tender, RFP, Proposals and Vendor registration)
• Bind packs and hand over to applicable Key Accounts Manager

Trade Shows / Indaba

• Attend Indaba Trade Show in May
• Assist with Indaba coordination as per Indaba checklist (e.g. send invitations, diarise meetings, travel arrangements, IT requirements, complete relevant documentation, assist with tender compilation for car allocation,  coordinate team's pre-training workshop, prepare packs)
• Administration of all trade shows are finalised timeously (complete registration forms, pay registration fees, arrange name badges, marketing material, meetings, diaries)

Account Management

• Check and log applications in Intsales and obtain signature from Regional Sales Manager
• Complete administration functions for new accounts (e.g. order vouchers, microsite set-up, arrange e-invoicing option, update Salesforce, communicate updates for inbound website to Administrator, request automated reports, request rates from Administrator)

Office Management

• All office equipment is maintained and in working order  and malfunctions are reported immediately
• Sufficient marketing material and stationery levels are maintained
• Road atlases are available at Branches and bumper stock level maintained
• Work space is kept tidy and clean at all times and all documents are locked away after hours
• Telephones are answered in line with company policy

Sourcing Vehicles

• Source vehicles for accounts when Operations are on stopsell / request. 
• Provide stopsell information to relevant accounts daily

System Database

• All information is captured into Salesforce within 24 hours (e.g. leads, contacts, accounts, conversions, deactivation, call information, minutes, rates, campaigns, telesales, tasks, events, meetings)
• All information in intsales is kept current
• Test rate accuracy on RTEMO1 and account setup in the Wizard system
• Account information on AS400 is kept current and rates linked to relevant account

Travel

• Assist with quotes and Travel authorisation 
• Consolidate expense report, log and follow up
• Once authorised, book travel arrangements and arrange advance for expenses according to travel checklist
• Assist with supporting documentation for trip (e.g. arrange meetings, visas, transport, diary, update Salesforce, packs, marketing material, insurance, update itinerary) 

Support Function

• Action Regional Sales Manager / Key Accounts Manager e-mails (when out of office) and respond within 24 hours
• Compile team meeting minutes and distribute to team
• Read Avis Ref RAC information and check accuracy – quarterly
• Conduct Salesforce updates. 
• Assist with rate shopping as requested
• Proof read publications for accuracy as requested
• Freebie / allocation actioned timeously 

Inbound Website

• Communicate new account details to Administrator within 24 hours of account opened

Stakeholders (internal & external customers, suppliers, shareholders, communities) 

• Attend all daily huddles and team meetings as scheduled
• Employees
• None
• Internal and External Stakeholders
• The role requires close engagement and collaboration with key internal and external stakeholders
• Internal Stakeholders
• Regional Sales Manager, Key Accounts Managers, Finance team, Customer Care team, Operations, IT
• External Stakeholders
• Suppliers, customers

Requirements

Academic Qualifications 

Essential:

• Matric
• Valid Driver’s license

Note: This position might require local travel

Work Experience

Essential:

• At least 5 years Avis experience
• Proven track record of supporting senior management and department
• Good writing and communications skills.
• Intermediary excel skills
• Wizard experience

Advantageous:

• Experience within Avis Budget

This job requires that the employee maintains the highest level of Honesty and Integrity as he /she will have access to company assets, cash handling and confidential record storage areas. This requires that a formal personal background check is undertaken.