About the position
Purpose of the Role:
The Administration Manager is responsible for overseeing the internal sales operations and administrative functions. This role ensures efficient processing of customer enquiries, quotations, orders, and internal sales coordination while managing the internal sales team and administrative staff.
Scope of Job (National, Regional, Departmental):
Regional
Key Performance Areas:
Internal Sales Management
- Manage and supervise the internal sales team.
- Ensure prompt and accurate preparation of quotes, invoices, and order processing.
- Coordinate closely with the external sales team to support client requirements.
- Ensure all customer enquiries are handled efficiently.
Quotation & Order Control
- Oversee preparation and approval of customer quotations.
- Ensure pricing accuracy and adherence to company policies.
- Monitor order flow from quotation to delivery.
Administrative Oversight
- Manage daily administrative operations.
- Ensure proper record keeping of sales documentation and customer records.
- Implement and maintain administrative systems and processes.
Team Management
- Train and supervise administrative and internal sales staff.
- Allocate workload and monitor team performance.
- Ensure high standards of customer service are maintained.
Process Improvement
- Develop and improve internal systems for quoting, order tracking, and reporting.
- Improve efficiency between internal sales, production, and external sales teams.
Reporting
- Prepare internal sales reports and administrative performance reports.
- Monitor quotation conversion rates and order processing efficiency.
- Provide management with operational insights.
Person Specification:
Minimum Education, Certification and Training:
- Diploma or Degree in Business Administration, Office Management, Sales Administration, or a related field.
- Certification or training in Office Administration, Sales Administration, or Business Management will be advantageous.
- Proficiency in Microsoft Office (Excel, Word, Outlook) or similar business software.
- Training in customer service or sales administration systems is beneficial.
Knowledge, Skills and Experience Requirements:
- Minimum 5-7 years' experience in administration, internal sales, or office management.
- At least 2-3 years' experience in a supervisory or management role.
- Experience managing internal sales teams, quotation processes, and order administration.
- Strong knowledge of administrative systems, documentation control, and operational processes.
- Experience in quotation preparation, pricing administration, and order processing.
- Strong organizational and time management skills.
- High level of attention to detail and accuracy, especially with quotes and documentation.
- Ability to manage multiple administrative tasks and deadlines simultaneously.
- Experience in customer service and internal sales support.
- Strong communication and coordination skills with both internal teams and clients.
- Strong Technical background
Other Requirements:
- Primarily office-based role with occasional interaction with operational or production departments.
- Ability to work under pressure and manage high volumes of quotes and administrative requests.
- May occasionally assist in client meetings or internal coordination meetings when required.
- Must be able to maintain strict confidentiality of company pricing, customer information, and internal documentation.
Competencies:
- Organizational Skills - Ability to manage administrative systems and ensure efficient office operations.
- Attention to Detail - Ensures accuracy in quotations, orders, documentation, and reporting.
- Team Leadership - Ability to supervise and guide the internal sales and administrative team.
- Customer Service Orientation - Ensures internal and external customer requests are handled professionally and efficiently.
- Process Management - Ability to develop and maintain efficient administrative processes and systems.
- Communication Skills - Clear communication with staff, customers, and management.
- Problem Solving - Ability to identify operational issues and implement practical solutions.
- Time Management - Ability to prioritize tasks and meet deadlines in a fast-paced environment.
- Accountability and Reliability - Ensures administrative processes run smoothly and consistently.
***Salary - R20,000.00 to R25,000.00 (Negotiable, based on skills, experience and in relation to current package)
Desired Skills:
