Sales Administrator Assistant

2 weeks ago

Johannesburg, South Africa Glasshouse Recruiting Full time

Responsible for providing administrative support to the Sales department:
Preparing the administrative requirements for new employees within the Sales Department as well as the necessary training
Preparation of the following is required (personal details
- finance, copy of ID and driver’s license, float and letters of acknowledgement, administration file, load information to be entered into PDA, petrol logbook and petrol cards)
**Keep personal files of all Sales Reps which includes**: ( general and personal info, copies of all local & petrol expenses, copies of customer database - reps only, and copies of all stat orders - reps only
Ordering of stationary for sales department
Ensure all filing is done on a weekly basis and preparing Invoices for finances
Ensure all archiving is done on a regular basis
Responsible for updating contact list check proofs to ensure all information is correct (business cards)
Co-ordinating mail for reps and managers and arranging with couriers to deliver payslips & petrol cards
Ensure administration files for reps and managers are up to date which includes the following docs (sales dates, contact numbers (office & wholesalers), inland expenses forms, petrol expense forms, Medpages file upload, important letters
Manage the department to assist reps in their daily activities and to ensure efficiency:
Ensuring reps details are loaded onto the system, maintain each reps customer database, ensure database reflects onto PDA’s, maintain management system regularly, all Wholesalers with product codes and prices are maintained
Ensure all independent stat orders are loaded timeously, dial system through on a daily basis, regular reports of customer database for each rep, load new products, codes and prices regularly, load or change all databases details and/or account numbers when requested
Responsible for completing monthly reports (Sales contact list, fleet report
**Invoices and Payments**:
**Responsible for processing all invoices for payment by**: (Receiving authorisation from relevant manager, completing cheque requisition and receiving relevant signatures, capturing information, follow up of outstanding purchase orders and payments and liaising with customer with regard to discrepancies on accounts)
Process Local Expense claims of the entire Sales Inland, Marketing and Rep team:
Submission of expenses, reviewing proof of payments, cost allocation, authorisation and signatures obtained and capturing expenses for budget report)
**Assist Reps and Managers daily which includes the following**:
Compile reports for Regional Sales Managers regarding, product codes, bricks, customers and prices on an ad hoc basis
Compile rep and Managers local expenses Inland Managers - check, authorise, copy, cheque requisition, copies, capture and send to finance for payment
Handle all admin relating to country trips, bookings and confirmations and summary report
Assist all reps and managers with queries and problems
Ensure Rep’s PDA’s are in working order all the time in order for them to do their work on a daily basis - which includes the following: (Ensuring new reps receive a PDA and sufficient training, ensure availability of spare PDA’s, attend to queries,)
Handle booking of all boardrooms for meetings
Assist with the arrangements of conferences, meetings and cycle meetings (including National Sales Conference) which includes:
Search for suitable venue and do site inspections (with regard to National Sales Conference)
Making all the relevant arrangements and communication (booking of boardroom dietary requirements, caterers, refreshments, tea/coffee, snacks, gala evenings etc.)
Informing all reps and managers of their flight and accommodation details
Collect or arrange transport for reps and/or managers to and from airport to the relevant locations where meeting is taking place
Compile a map and a list of travel arrangements and forward to relevant people if off site
Arrange lunch and refreshments - collect lunch and refreshments if necessary
Take the reps/managers back to the guesthouse and collect them the next morning where necessary
Compile an attendance register for each day of the meeting
Prepare boardroom - agenda, notepads, pens, water, ensure all relevant
Send invoices through to finance and follow up on payment
**Ensure the award evening is planned well for gala evenings**:
This involves (arranging/ buying and transporting all relevant décor - table cloths, chair covers, centre pieces, DJ, menu’s, caterers, balloons etc.
Responsible for arranging clean up after the event and ensuring that all company material is removed from the venue after conferencing sessions
**General duties**:
Ensure there is always sufficient cutlery, serviettes, trays, refreshments and snacks in boardroom and replenish when necessary.
Ensure all relevant people making use of the courier service has access to e-waybills on the website
Responsible for the renewal and arrangement of petrol cards for relevant people in

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