General Office and Sales Administrator

1 week ago


Johannesburg, South Africa Affirmative Portfolios Full time

**General Office and Sales Administrator - Johannesburg - R144 000pa - R180 000pa**

**2 Month Fixed Term Contract**

**Purpose of the post**:
To take responsibility for General office and sales administration encompassing customer relationship management, standard quotations, sales orders, invoicing, returns and post-payments. The role also includes communicating customer product needs to the CEO and Operations Manager, balancing stock in the Johannesburg warehouses, assisting with emergency planning and general office administration, including reception and petty cash.

**Key performance areas**:
Sound internal and external working relationships:

- Build and maintain sound relationships with the team through open, proactive and regular communication and ensure internal teams understand the unit’s value
- Build sound relationships with external stakeholders in ways that facilitate the achievement of goals
- Liaise with courier company(ies) to co-ordinate accurate deliveries

Co-ordination of the end-to-end sales administration process (office):

- Translate customer request into an accurate order
- Adapt communication style to the needs of different customers
- Process and send quotations (including cost of delivery if required), sales orders and invoices
- Display flexibility around customer requests and changes
- Ensure correct and complete documentation is in place for cross border sales (per country)
- Check to ensure payment has been received before a product are sent out
- Once payment has been validated, co-ordinate collection and/or delivery
- Maintain and update current customer contact / CRM database
- Analyse stock sheets to produce a weekly sales off-take report

Co-ordination of the end-to-end sales administration process (warehouse):

- Liaise with Logistics Co-ordinator to facilitate collection and delivery of orders (typically 3 times a week)
- Once orders have been dispatched, load stock spreadsheet onto the office system
- Identify stock to be dispatched
- As required, follow-up with customers to arrange collection
- Liaise with courier company to finalise deliveries

Accurate, timely stock counts:

- Supervise monthly stock counts at the Emmarentia warehouse

Accurate, timely sales reporting:

- Ensure everything captured by Key Accounts Officer and external distributor is accurately reflected in the daily sales reports, including credits

Formal and ad hoc project management:

- Assist with specific projects as required

General and sales administration:
Compliance with procedures and relevant legislation:

- Understand the risks relating to traceability and non-payment of delivered goods
- Attend mandated compliance training (as required)
- Comply with policies and SOPs, The POPI ACT
- Provide input into the development and ongoing enhancement of policies and SOPs
- Comply with relevant legislation
- Maintain accurate paper and electronic files and records for easy retrieval and ensure the two systems interface accurately

Financial management:

- Check bank account to ensure accurate payments have been received
- Post receipts on Quickbooks
- Send month-end statements to customers
- Manage petty cash
- Ensure accurate paper trails on all exports in readiness for possible customs audits (SAD 500)
- Demonstrate understanding of how work within this function contributes both to revenues and profits
- Drive cost efficiencies where possible

Effective teamwork, self-management, and alignment with client values:

- Demonstrate pride in and actively model the value of integrity
- Handle stress in ways that do not negatively impact others
- Plan and manage own workflow, anticipating obstacles, juggling priorities and following through on objectives within agreed time
- frames and according to quality standards
- Act in an ethical, transparent and morally defensible manner, including highlighting unethical practices
- Continually share, debate and communicate learnings
- Flag and debate issues constructively
- Collaborate with others to achieve shared goals
- Display skill at resolving conflict and mentoring/coaching others where needed

**Minimum requirements**:

- QuickBooks essential
- Minimum 3 - 5 years’ experience in a similar roll


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