Vector Logistics: Sales Administrator

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Company: Vector Logistics

Location: South Africa

Closing Date: Not Specified

Job Purpose

To support the regional sales team and provide an important link between the managers and their clients by processing all sales-related paperwork, fielding queries and arranging appointments to visit new and established customers.

Key Responsibilities

Sales Administration

  • Input / capture pricing into the system (applicable to wholesale).
  • Address customer telephonic queries and channel complaints to the appropriate individual.
  • Follow up with the call centre when necessary.
  • Compile the 6 weekly cycle briefs per region for Sales Teams and Managers
  • Boardroom bookings to assist ASMs when cycle meetings are done 6 weekly.
  • Sales reporting of data (Graphs) for presentations for cycle meetings.
  • To ensure all launch packs for staff cycle meetings for all principals are printed and presented at cycle meetings and launch dates.
  • Maintain electronic and paper-based customer records and information.
  • Compile weekly feedback by principle for Regional Sales Managers / Regional Divisional Sales Managers.
  • Compile monthly cycle reports.
  • Prepare monthly expense claims.
  • Monthly budget management – scrutinize reports and reverse relevant charges to correct cost center, and extract cost detail on request.
  • Create PO and reconcile expenses.
  • New Vendor Application Workflows to be submitted to finance for loading and also track the application.
  • Communicate via individual / bulk sms’s to field staff – contact field staff for relevant information required by principals.
  • Promotion Feedback: Compile Information of stock on hand in store before and after promotional date.
  • Principal product launch + promotional communication to be set up at venues and coordinate launch.
  • Staff Debtors: To ensure all staff who have expenses submit timeously and ensure monthly that all staff accounts are up to date.
  • Daily feedback on deadlines set out by line manager in conjunction with principal requirement.
  • Manage Point of Sale (POS) Register, to ensure there is a record of what POS has been taken by staff and where it is been used.
  • Manage Coupon Register process: ensure correct record keeping is maintained (i.e.: when handing out coupons a record is kept by how many, who and which store will need).
  • Registers to be submitted to principal monthly.
  • Inform relevant sales employee of shortdated stock at depots and in alliance with principals.
  • Stack card billing to be sent to finance and ensure money is credited to cost center.
  • Order Placements – stationery/bags/uplifts/seals. To ensure stationery levels are also at a level so that there are no issues when required.
  • Uplift Books – keep records of books distributed to the ASMs and Field Marketers.
  • Monthly Accruals to be sent to VTM finance manager to be captured against late invoices or purchase orders in the vector system.
  • Supplying Admin manager with relevant information required for monthly reporting.

Maintaining VTM Assets

  • Coordinate the maintenance the following Company assets:
  • 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 License Disks.
    o Cell Phones.
    o IT Equipment.
    o Boot Boxes.
    o Trade Files.
    o Handheld Technology.
  • Managing the regions AARTO fines.
  • Maintenance of Uniform Orders to ensure all field staff has what is required before going into trade.

HR Administration and Support

  • Sorting & distributing payslips to all ASMs for their respective staff.

Team Coordination and Self-Management

  • Take ownership and accountability for tasks and activities and demonstrate effective self-management in terms of planning, prioritizing and self- development.
  • Follow through to ensure that quality and productivity standards of work are consistently and accurately maintained.
  • Inform relevant parties in the event of tasks or deadlines not met, the potential risks thereof and provide appropriate resolution.
  • Support the business core values.
  • Champion training and development of self and others through utilising available training opportunities.
  • Participate in regular performance appraisals and ensure that own targets and goals are clear and achievable.
  • Maintain a basic appreciation and awareness of employee relations climate and compliance where required in line with relevant legislation and company policy.
  • Compiling weekly feedback.
  • Demonstrate willingness to help others and “go the extra mile” to meet team targets and objectives.

KPI’s

  • Accurate and timeous pricing schedules (price surveys).
  • Accuracy of Assets.
  • Accurate and timeous budgets.
  • Accuracy of cycle feedback by principle.
  • Customer query resolution speed.

Key Relationships

Internal

  • Regional sales team.
  • Call center.
  • Finance team.

External

  • Regional customers.

Qualifications, Skills and Experience Required for the Job

Qualifications and Experience

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

Skills and Competencies

Behaviour Standards

  • Be brilliant at the basics.
  • Face the brutal facts.
  • Smash the silos.
  • Be curious and challenge change.
  • Take accountability for results and people.

Knowledge

  • Business principles.
  • Pricing systems.
  • SAP.
  • BW.
  • PowerPoint.
  • Excel.

Skills

  • Highly Computer literate (MS Office).
  • Verbal and written communication.
  • Interpersonal skills.
  • Logical thinking.
  • Organizing and planning skills.
  • Numeracy.

Attributes

  • Tolerant of stress and pressure.
  • Attention to detail.
  • Deadline driven.
  • Able to prioritize.

Apply

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