Key Duties and Responsibilities
Reception
Professional first point of contact provided between the public and PRSA
- Calls answered courteously and without delay
- Routine matters responded to before reaching Sales and Divisional Manager
- Calls and messages distributed to the correct person
- Visitors greeted and announced courteously
- Enquiries from reps and staff responded to courteously and without delay
- Enquiries referred to the appropriate person as necessary – Field customer queries
Office Administration
Administrative support services provided to facilitate the productivity of the Sales Region
- Filing up to date and information accessible as per PR filing standards
- Generate Purchase Orders, Structured Costs, A&P Costs, Rebates
- Staff stock orders processed
- Customer performance reviews collated and bound within agreed timelines
- PODs collated and sent to LR
- Stock requisitions processed
- Monthly events calendars updated and sent to Regional Trade Marketing manager
Make travel arrangements
- Suitable quotes obtained from agent
- Bookings made accurately in time for travel and within budget
- Bookings communicated and vouchers from agent distributed before travel
- Business itineraries are efficient and practical
- Invoices processed correctly and paid
Manage ASD diaries
- Meetings (internal and external) and teleconferences are set up as required
- Clashes managed
Books venus and catering for events and meetings
- Appropriate venue and catering booked as required
- Expenses kept within budget
Assist with research as briefed by Manager
- Brief followed
- Suitable recommendations made
Data Processing
Accurate records kept facilitating the productivity of the Sales Region
- Manage vehicle administration
- Petrol Cards and trackers requested from Fleet Management for new reps
- Services booked according to required service points
- Monthly vehicle inspections collated and submitted to Fleet Manager
- Fines and AOD’s submitted to Fleet Manager
- Manager notified of unauthorised fill ups
Correct product reaches the customer at the appropriate time and in the correct quantities
- Manage Driver activities and distribution
- Memos from telesales issued to Drivers regarding special deliveries
- Couriers arranged according to requirements and tracked from departure to delivery
Finance
Finances managed according to PRSA procedures
- Budget Management
- Petty cash recon completed as required
- Cheque requisitions for staff reimbursements
- Tracking actual vs budget spend and report overspend to Management (A&P, T&E and SC)
Process customer credit applications
- Application completed according to PRSA guidelines
- New Credit application submitted to Finance without delay
- Documentation required for the opening of new account collated and sent to HO for processing
- Vendor applications completed and send to Finance for processing
Develop a collaborative relationship with the sales team (including reps)
- Information and reports available on time according to request
- Customer credit applications processed without delay
- Liaise with customers
- Customer events coordinated effectively
- Customer follow ups conducted to obtain required information
Stock Deals
POS
- Short deliveries and damage stock reported to Marketing and further actions taken according to instructions
- Consult with National POS Manager to destroy of fix damaged goods
Process Inter Branch Transfers (IBT)
- Inter branch transfers (IBT) captured on the system as per delivery instructions
- Courier waybills completed accurately
- Receiving warehouse informed
- Overdue IBT’s are investigated and reported
- IBT’s receipted within 3 hours of received
- Receive POS stock into the warehouse
Inspections
- Health and Safety inspections done before the 26th of each month and loaded onto Portal
- Summary checklist to be completed and filed for audit purposes
Job Requirements:
- National Senior Certificate with secretarial short courses
- 3 years administrative and secretarial experience
- Knowledge of FMCG or Sales environment would be advantageous
Behavioural Competencies:
- Effective Decision Making, Planning and Organising, Teamwork, Communication, Technical Expertise, Presentation Skills, Influencing & Negotiation, Adaptability, Initiative, Resilience
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