Sales Administrator

5 months ago

Johannesburg, South Africa GP Consult Full time

Gauteng, JHB - Eastern Suburbs
- R 15000 - R 20000 Monthly Basic Salary

Sales Administrator - Temp Contract (6 month contract) - Heidelberg

**Main Purpose**
The main purpose of this position is to ensure timeous processing of sales orders from customers, by translating customer needs to job cards and issuing such to the different departments, and after completion of jobs, processing and issuing of invoices to customers.

**Duties and Responsibilities**
- Receipt of orders from customers and comparison of orders with quotations issued.
- Confirm whether customer has account with company or COD basis.
- In the case of COD customer, responsible for contacting the customer and arrange for upfront payment to be made, and/or communication of documentation to customer and other relevant parties in organisations in the case of the customer preferring to open an account.
- Effective communication of deadlines and delivery dates required by customers, and timeous confirmation of deadlines being met or not being met, and reasons supplied for the latter.
- Responsible for processing of sales orders and job postings in SYSPRO, and all related postings pertaining to labour hours, travel costs and other costs incurred on specific jobs or projects.
- Accurate processing of all postings to correct product classes and relevant accounts and departments.
- Timeous issuing of job cards and communication thereof to relevant persons in correct departments, ensuring follow up and confirmation of all items on job card being attended within the timeline set.
- Weekly record keeping and communication of all jobs issued as well as the status and progress of such jobs to customers and management.
- Ability to differentiate whether job will be executed in the factory as either a new unit to be manufactured, or a unit needing to be collected for repairs in the factory, or whether a team needs to be involved to attend to inspections, repairs or testing on the site of the customer.
- Effective communication to sales department in the case of work done being less or more and quotation and order necessary to be amended.
- Be aware continuously of jobs in progress and following up on the status of jobs to plan ahead and know when to expect proof of completion of jobs by way of a signed off delivery note by the end user, or release note from the quality and testing staff, in order to speed up the processing of costing elements and other postings, such as labour and material postings in SYSPRO, so that these jobs may be sent for invoicing timeously.
- Accurately scan and read the delivery notes completed by the technical staff and signed off by the end user, to ensure all work as per the accepted quotation and sales order from the customer has been attended to and completed to the customer’s satisfaction.
- Assisting the technical staff in correct completion of the delivery notes and other documents, e.g. time sheets, to ensure the correctness of the communication of the service delivery, which will be transferred to the tax invoice to the customer.
- Be aware of the any special instructions from the different customers in terms of how,
- when and where tax invoices and other documentation need to be delivered in order to ensure timeous payment of such invoices by the customer’s financial department.
- Responsible for the scanning and safekeeping of all job and sales transactions for auditing purposes.
- Accurate monthly and weekly report on all jobs outstanding and communication of progress and status of these jobs and reasons for non-delivery to management.
- Accurate and timeous monthly processing of sales transactions (including credit notes and balance sheet invoices), and immediate forwarding of sales invoices to customers, ensuring all functions required for invoicing have been completed, i.e. agency transactions in accordance with the agency agreement.
- Recording and safekeeping of all documentation supporting sales transactions in accordance with auditing policies and procedures.
- Control worksheets to be kept up to date to ensure invoices which required to be invoiced in both company A (agency) and company 3 (company database), have been processed and are in balance.

**Qualifications and Experience**
- Matric
- Knowledge of financial processes and extensive experience in job card placement and customer and staff relations.
- Proficiency in different modules of SYSPRO and MS Office: Word, Excel, Outlook, is essential.

**Special Requirements**
- Time management.
- Ability to work under pressure and on tight deadlines.
- Ability to make decisions fast and efficient, as well as to make independent decisions when warranted.
- Must have patience, tact and a cheerful disposition and enthusiasm as well as the willingness to handle difficult situations.
- Ability to pay close attention to detail and coordinate various activities simultaneously.
- Ability to work well in a team environment.
- Ability to work and plan under pressure wh

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