About the position
Job Purpose - In one sentence, describe the major purpose of the job, why it exists and what are its major expected end results.
- Internal Sales/Reception.
- To effectively manage the entire customer service. experience – walk in customer base followed by allocated customers.
- This role will encompass the administration, order process and customer interaction for the customer base.
- Ensuring that customer service levels are maintained to the highest standards and all internal processes, procedures and systems are maintained as directed.
Key Accountabilities
- Adherence to strict ethical codes of conduct and maintenance of confidentiality at all times.
- Establish and maintain relationships with the regional sales force, regional managers, collection customers, internal stakeholders.
- To ensure that the daily internal sales functions and systems are developed and maintained to a standard that will allow our company to remain the preferred brand at all times.
- Manage the order process and documentation trail from order entry, pick slip generation, invoicing through to despatch and confirmed delivery.
- Manage and maintain the sales control systems ensuring that deliveries are completed on time, correctly, and documentation is correct and accurate (On time, in full, correctly invoiced).
- To execute orders from all customers both internal (sales reps and sales support functions) and external (fax, email, telephonic and walk in customers).
- Manage internal pricing in accordance with agreements / published price lists.
- Upkeep a filing system of invoices/waybills/mandatory documentation.
- Manage special pricing requests from sales teams – online system.
- Maintain safety measures at all times.
- Ensure all sales documents are archived for easy reference and retrieval.
- Offer alternative product pending availability.
- Communicate with warehouse to arrange collections and delivery of orders to designated locations.
- Provide customers with POD’s.
- Adherence to strict ethical codes of conduct and maintenance of confidentiality at all times.
- Ensure that your dealings with customers, suppliers, and other departments are prompt and professional promptly resolve customer complaints should they arise.
- Report to your superior on a daily basis all matters that do not allow you to meet deadlines.
- Assist in ensuring all areas of control adhere to SHEQ requirements: Identify and correct unsafe practices or activities.
- Prepare relevant credit note documentation.
- Liaise with the credit controllers in order to promptly process or resolve on hold orders.
- Ad hoc tasks as directed by management some of which may include scanning of POD’s, processing credit notes, assisting with administrative or reception duties.
- Any other administrative functions as dictated by your line manager.
- Provide customers with Pro-Forma Invoices.
- Provide customers with quotations.
- Process orders on ERP system.
Measurements: (Rand, Unit, People)
- Rand Measures: Department budgets, operating costs controlled, sales revenue etc. State all figures on an annual basis for the current financial year.
- Unit Measures: Number of clients, suppliers, products or any other scope measurements pertinent to this job.
- People Measures (List total number of subordinates or, if applicable, contractors, for which this position is responsible)
Major Challenges:
(Creativities and Vulnerabilities) - Provide details of the major challenges and problems which need to be solved in this position. This does not refer to specific short term problems but those aspects of the job a fully competent job holder would find most demanding on an ongoing basis.
- Technology challenges
- Stock shortages
- ERP System challenges
- Attention to detail
- Problem solving
- Conflict handling
Environment: Describe the environment or context which the position is required to operate. Information can be provided on the nature of the product or service provided, market conditions or circumstances, the legal or professional environment or any organisation issues or challenges that impact on this position.
- Close relationship with SG colleagues.
- Diverse cultures within the organization.
- Need for compliance in business operations (both internal and external).
- Deadline driven.
Education, Knowledge, Skills and Experience
Qualifications required to fulfil the role:
- Matric
- Computer literate
- MS Office
- Accpac / SAP
- Strong interpersonal and communication skills
- Strong numeracy skills
Specific Work Experience, Knowledge and Skills required to fulfil the role:
- 3 years’ experience in a Customer Service/administrative role.
- Strong system and process skills.
- Ability to adapt quickly to changes.
- Must be detail orientated and deadline driven.
- Set a high standard of performance by example, attitude and behaviour.
- The candidate must display strong multitasking and administration skills.
- Must be trustworthy with the ability to work effectively under pressure.
- Highly committed and self-motivated.
- Honest
- Good communication skills.
Desired Skills:
- Internal attention to detail
- Construction
- Technical experience
