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.

Requirements

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

Skills & 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.
• Organising and planning skills.
• Numeracy.

Attributes

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

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 – scrutinise 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, prioritising 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.

Ref No

• req557