Sales Administrator

We are a Supply Chain and Sales & Merchandising partner adding value to your business through a fully integrated, temperature-controlled network in Southern Africa.

But we are also more than that. We are people serving people. While we boast the best in tech and infrastructure, our people are our greatest resource. With our skilled, curious, can-do people at the forefront, our assets become your assets, our service your solutions.

Vector’s vehicle fleet includes a food industry first in ‘multi-temperature’ vehicles enabling the company to service business across frozen, chilled and ambient temperature zones on a single delivery.

Job Purpose
To support the regional sales team and provide an important link between the managers and their clients by processing all sales-related paperwork, fielding queries and arranging appointments to visit new and established customers.

Key Responsibilities

Sales Administration

• Input / capture pricing into the system (applicable to wholesale).
• Address customer telephonic queries and channel complaints to the appropriate individual.
• Follow up with the call centre when necessary.
• Compile the 6 weekly cycle briefs per region for Sales Teams and Managers
• Boardroom bookings to assist ASMs when cycle meetings are done 6 weekly.
• Sales reporting of data (Graphs) for presentations for cycle meetings.
• To ensure all launch packs for staff cycle meetings for all principals are printed and presented at cycle meetings and launch dates.
• Maintain electronic and paper-based customer records and information.
• Compile weekly feedback by principle for Regional Sales Managers / Regional Divisional Sales Managers.
• Compile monthly cycle reports.
• Prepare monthly expense claims.
• Monthly budget management – scrutinize reports and reverse relevant charges to correct cost center, and extract cost detail on request.
• Create PO and reconcile expenses.
• New Vendor Application Workflows to be submitted to finance for loading and also track the application.
• Communicate via individual / bulk sms’s to field staff – contact field staff for relevant information required by principals.
• Promotion Feedback: Compile Information of stock on hand in store before and after promotional date.
• Principal product launch + promotional communication to be set up at venues and coordinate launch.
• Staff Debtors: To ensure all staff who have expenses submit timeously and ensure monthly that all staff accounts are up to date.
• Daily feedback on deadlines set out by line manager in conjunction with principal requirement.
• Manage Point of Sale (POS) Register, to ensure there is a record of what POS has been taken by staff and where it is been used.
• Manage Coupon Register process: ensure correct record keeping is maintained (i.e.: when handing out coupons a record is kept by how many, who and which store will need).
• Registers to be submitted to principal monthly.
• Inform relevant sales employee of shortdated stock at depots and in alliance with principals.
• Stack card billing to be sent to finance and ensure money is credited to cost center.
• Order Placements - stationery/bags/uplifts/seals. To ensure stationery levels are also at a level so that there are no issues when required.
• Uplift Books - keep records of books distributed to the ASMs and Field Marketers.
• Monthly Accruals to be sent to VTM finance manager to be captured against late invoices or purchase orders in the vector system.
• Supplying Admin manager with relevant information required for monthly reporting.

Maintaining VTM Assets

• Coordinate the maintenance the following Company assets:
• Company Vehicles - manage booking of all sales vehicles for services for all staff that have company cars and ensure that services are maintained as per requirement.
• Ensuring all staff with company vehicles have been issued with up-to-date License Disks.
  o Cell Phones.
  o IT Equipment.
  o Boot Boxes.
  o Trade Files.
  o Handheld Technology.
• Managing the regions AARTO fines.
• Maintenance of Uniform Orders to ensure all field staff has what is required before going into trade.

HR Administration and Support

• Sorting & distributing payslips to all ASMs for their respective staff.

Team Coordination and Self-Management

• Take ownership and accountability for tasks and activities and demonstrate effective self-management in terms of planning, prioritizing and self- development.
• Follow through to ensure that quality and productivity standards of work are consistently and accurately maintained.
• Inform relevant parties in the event of tasks or deadlines not met, the potential risks thereof and provide appropriate resolution.
• Support the business core values.
• Champion training and development of self and others through utilising available training opportunities.
• Participate in regular performance appraisals and ensure that own targets and goals are clear and achievable.
• Maintain a basic appreciation and awareness of employee relations climate and compliance where required in line with relevant legislation and company policy.
• Compiling weekly feedback.
• Demonstrate willingness to help others and “go the extra mile” to meet team targets and objectives.

KPI’s

• Accurate and timeous pricing schedules (price surveys).
• Accuracy of Assets.
• Accurate and timeous budgets.
• Accuracy of cycle feedback by principle.
• Customer query resolution speed.

Key Relationships

Internal

• Regional sales team.
• Call center.
• Finance team.

External

• Regional customers.

Qualifications, Skills and Experience Required for the Job

Qualifications and Experience

• Matric.
• A secretarial diploma or office administration diploma would be an advantage.
  
• 2 years' administrative experience.

Skills and Competencies

Behaviour Standards

• Be brilliant at the basics.
  
• Face the brutal facts.
  
• Smash the silos.
  
• Be curious and challenge change.
  
• Take accountability for results and people.
  

Knowledge

• Business principles.
  
• Pricing systems.
  
• SAP.
  
• BW.
  
• PowerPoint.
  
• Excel.
  

Skills

• Highly Computer literate (MS Office).
  
• Verbal and written communication.
  
• Interpersonal skills.
  
• Logical thinking.
  
• Organizing and planning skills.
  
• Numeracy.
  

Attributes

• Tolerant of stress and pressure.
  
• Attention to detail.
  
• Deadline driven.
  
• Able to prioritize.

We look forward to hearing from you!