Sales Coordinator

Key Duties and Responsibilities

Reception

Professional first point of contact provided between the public and PRSA

• Calls answered courteously and without delay
• Routine matters responded to before reaching Sales and Divisional Manager
• Calls and messages distributed to the correct person
• Visitors greeted and announced courteously​
• Enquiries from reps and staff responded to courteously and without delay
• Enquiries referred to the appropriate person as necessary – Field customer queries

Office Administration

Administrative support services provided to facilitate the productivity of the Sales Region

• Filing up to date and information accessible as per PR filing standards
• Generate Purchase Orders, Structured Costs, A&P Costs, Rebates
• Staff stock orders processed
• Customer performance reviews collated and bound within agreed timelines
• PODs collated and sent to LR
• Stock requisitions processed
• Monthly events calendars updated and sent to Regional Trade Marketing manager

Make travel arrangements

• Suitable quotes obtained from agent
• Bookings made accurately in time for travel and within budget
• Bookings communicated and vouchers from agent distributed before travel
• Business itineraries are efficient and practical
• Invoices processed correctly and paid

Manage ASD diaries

• Meetings (internal and external) and teleconferences are set up as required
• Clashes managed

Books venus and catering for events and meetings

• Appropriate venue and catering booked as required
• Expenses kept within budget

Assist with research as briefed by Manager

• Brief followed
• Suitable recommendations made

Data Processing

Accurate records kept facilitating the productivity of the Sales Region

• Manage vehicle administration
• Petrol Cards and trackers requested from Fleet Management for new reps
• Services booked according to required service points
• Monthly vehicle inspections collated and submitted to Fleet Manager
• Fines and AOD’s submitted to Fleet Manager
• Manager notified of unauthorised fill ups

Correct product reaches the customer at the appropriate time and in the correct quantities

• Manage Driver activities and distribution
• Memos from telesales issued to Drivers regarding special deliveries
• Couriers arranged according to requirements and tracked from departure to delivery

Finance

Finances managed according to PRSA procedures

• Budget Management
• Petty cash recon completed as required
• Cheque requisitions for staff reimbursements
• Tracking actual vs budget spend and report overspend to Management (A&P, T&E and SC)

Process customer credit applications ​

• Application completed according to PRSA guidelines
• New Credit application submitted to Finance without delay
• Documentation required for the opening of new account collated and sent to HO for processing
• Vendor applications completed and send to Finance for processing

Develop a collaborative relationship with the sales team (including reps)

• Information and reports available on time according to request
• Customer credit applications processed without delay
• Liaise with customers
• Customer events coordinated effectively
• Customer follow ups conducted to obtain required information

Stock Deals

• Obtain proof of purchase from customers to process stock deals

POS

• Short deliveries and damage stock reported to Marketing and further actions taken according to instructions
• Consult with National POS Manager to destroy of fix damaged goods

Process Inter Branch Transfers (IBT)

• Inter branch transfers (IBT) captured on the system as per delivery instructions
• Courier waybills completed accurately
• Receiving warehouse informed
• Overdue IBT’s are investigated and reported
• IBT’s receipted within 3 hours of received
• Receive POS stock into the warehouse

Inspections

• Health and Safety inspections done before the 26th of each month and loaded onto Portal
• Summary checklist to be completed and filed for audit purposes

Job Requirements:

• National Senior Certificate with secretarial short courses
• 3 years administrative and secretarial experience
• Knowledge of FMCG or Sales environment would be advantageous

Behavioural Competencies:

• Effective Decision Making, Planning and Organising, Teamwork, Communication, Technical Expertise, Presentation Skills, Influencing & Negotiation, Adaptability, Initiative, Resilience