Sales Administrator

Company: Vector Logistics
Location: Roodepoort, Johannesburg
Job Type: Permanent, Entry-Level
Posted: Recently
Application Deadline: Open until filled

About Vector Logistics

We are a leading Supply Chain and Sales & Merchandising partner, delivering value to businesses across Southern Africa through our fully integrated, temperature-controlled network. Our strength lies not just in our advanced technology and infrastructure, but in our people. With a team of skilled, curious, and can-do professionals, our assets become your solutions. Our innovative multi-temperature vehicle fleet is an industry first, allowing us to service frozen, chilled, and ambient temperature zones in a single delivery.

Job Purpose

To provide comprehensive administrative support to the regional sales team, acting as a crucial link between managers and clients. This role involves processing sales-related paperwork, addressing customer queries, and coordinating appointments to support both new and established customers.

Key Responsibilities

Sales Administration

• Input and capture pricing into the system, specifically for wholesale operations.
• Address customer telephonic queries and direct complaints to the appropriate personnel.
• Follow up with the call center as needed to resolve issues.
• Compile 6-weekly cycle briefs for Sales Teams and Managers per region.
• Manage boardroom bookings for cycle meetings held every 6 weeks.
• Prepare sales data reports and graphs for cycle meeting presentations.
• Ensure all launch packs for staff cycle meetings are printed and distributed on time.
• Maintain electronic and paper-based customer records and information.
• Compile weekly feedback reports by principle for Regional Sales Managers.
• Prepare monthly cycle reports and expense claims.
• Manage monthly budgets, scrutinize reports, and correct cost center charges.
• Create purchase orders and reconcile expenses.
• Submit New Vendor Application Workflows to finance and track their progress.
• Communicate with field staff via SMS for information required by principals.
• Compile promotion feedback, including stock levels before and after promotions.
• Coordinate principal product launches and promotional communications.
• Manage staff debtors to ensure timely submission of expenses and account updates.
• Provide daily feedback on deadlines set by line managers and principals.
• Manage the Point of Sale (POS) register, tracking distribution and usage.
• Maintain a coupon register, recording quantities, recipients, and store details.
• Submit registers to principals monthly.
• Inform sales employees of short-dated stock at depots and coordinate with principals.
• Process stack card billing with finance to ensure cost center credits.
• Place orders for stationery, bags, uplifts, and seals, maintaining adequate stock levels.
• Manage Uplift Books, keeping records of distribution to ASMs and Field Marketers.
• Submit monthly accruals to the VTM finance manager for late invoices or purchase orders.
• Supply the admin manager with information required for monthly reporting.

Maintaining VTM Assets

• Coordinate maintenance for company assets, including vehicles, cell phones, IT equipment, boot boxes, trade files, and handheld technology.
• Schedule services for all company vehicles and ensure up-to-date license disks.
• Manage the region’s AARTO fines.
• Oversee uniform orders to ensure field staff have necessary attire.

HR Administration and Support

• Distribute payslips to ASMs for their respective staff.

Team Coordination and Self-Management

• Take ownership of tasks, demonstrating effective planning, prioritization, and self-development.
• Ensure quality and productivity standards are consistently met.
• Inform relevant parties of missed tasks or deadlines, providing appropriate resolutions.
• Support the company’s core values.
• Participate in training and development opportunities.
• Engage in regular performance appraisals and set clear, achievable goals.
• Maintain awareness of employee relations climate and compliance with legislation and company policy.
• Compile weekly feedback and demonstrate willingness to support team objectives.

Key Performance Indicators (KPIs)

• Accuracy and timeliness of pricing schedules and price surveys.
• Accuracy of asset management.
• Precision and timeliness of budgets.
• Accuracy of cycle feedback by principle.
• Speed of customer query resolution.

Key Relationships

Internal: Regional sales team, call center, finance team.
External: Regional customers.

Qualifications and Experience

• Matric certificate required.
• A secretarial or office administration diploma is advantageous.
• Minimum of 2 years’ administrative experience.

Skills and Competencies

Behavioral 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

• Understanding of business principles.
• Proficiency with pricing systems, SAP, BW, PowerPoint, and Excel.

Skills

• Highly computer literate (MS Office).
• Strong verbal and written communication.
• Excellent interpersonal skills.
• Logical thinking and problem-solving abilities.
• Strong organizing and planning skills.
• Numeracy and attention to detail.

Attributes

• Tolerant of stress and pressure.
• Deadline-driven with the ability to prioritize effectively.

How to Apply

To apply for this position, please visit the following link:
Apply on Vector Logistics Career Site

We look forward to receiving your application!