Sales Support Assistant at Syntech

Job Advert Summary    

• Syntech Distribtuion (Pty) Ltd is seeking a dynamic Sales Support Assistant to join our fast paced Sales team. The Sales Support Assistant is responsible for providing administrative support to the external sales/VAR team, ensuring that sales-related activities are completed accurately, timely, and in a professional manner. Administrative tasks such as data entry, record-keeping and order processing as well as providing Syntech’s customers with a fast, accurate and exceptionally high level of service are critical to succeeding in this role. The ideal candidate will have excellent organizational and communication skills, strong attention to detail and a love for working in a very structured environment. Proficiency in using relevant software applications, such as Microsoft Office 365, TEAMs, and various other organisational and productivity tools is required. Additionally, they should have a customer-centric mindset and be able to work well both independently and as part of a team.

Minimum Requirements    

• Completion of Matric or National Senior Certificate – Tertiary qualification a benefit
• Trustworthy and dependable
• Punctual and willing to do what is necessary to meet deadlines
• Ability to take initiative and manage own time effectively
• Strong attention to detail
• Sense of urgency and a strong work ethic
• Very good communication skills (verbal and writing)
• Able to communicate with different levels of customers with professionalism
• Strong knowledge of Microsoft Word, Microsoft Excel, and Microsoft Outlook recommended
• Knowledge of Office 365 applications
• Work well and remain calm under pressure
• Excellent organizational, communication, and problem-solving skills
• Ability to work independently and as part of a team
• Positive attitude and willingness to learn
• Time management and prioritizing

Duties and Responsibilities    

• Sales Support 
• Receiving and Process orders on the company system (Fincon) timeously and accurately (Orders Box)
• Verifying orders, including delivery details with accuracy.
• Daily communication to warehouses to ensure orders are invoiced and dispatched timeously
• Manage and communicate orders with insufficient stock to the manager and customer
• Monitor delivery of parcels to customers/end-users and follow up / investigate undelivered orders
• Assist with account manager queries/customer queries whilst account managers are out of the office or unavailable to assist
• Timeous responses to orders, queries, and internal communication
• Expediting orders through internal liaison
• Collaborate with other departments to ensure the timely delivery of products/services
• Manage Orders inbox and use categorizing and flagging system.
• Sales order management of all sales orders placed by account managers and customers
• Respond to all relevant queries and requests emailed to the group mailbox
• Track ETA’s using the internal resources (Trello)
• Reporting on outstanding orders (Report Fincon/Clicdata/Finstock)
• Query handling
• Issuing invoices and signed POD copies to customers.
• Compiling weekly/monthly reports (Forecasting)
• Directing feedback from customers to relevant Account Managers
• Liaise with Account Managers on administrative support required. (Escalations)
• Handle customer inquiries, complaints, and issues in a professional and timely manner
• Relationship Management:
• Develop and maintain positive relationships with customers and internal stakeholders.
• Proactively communicate with customers regarding order status, delivery schedules, and other relevant information
• Collaborate with other departments to ensure a seamless customer experience.
• Identify opportunities for process improvements and share feedback with the sales team and other relevant departments.