General Summary: The position calls for a vibrant, passionate and dedicated office administrator with sufficient knowledge to administer sales; stock, debtors; creditors; technical scheduling; consult in client services; perform clerical tasks; project manage; general book keeping functions; manage cash payments and petty cash and handle internal communication with our SA Co., while asst sales

• General Administration Clerical Assistance
• Sales Administrator Assistance
• Stock Control Administrator Assistance
• Technical Administrator Assistance
• Debtors/Creditors Clerk Administrator Assistance
• Customer Service Consultant Administrator Assistance

 Providing support to our managers and employees, assisting in daily office needs and managing our company's general administrativeactivities.

• • The job involves assisting technicians (only one at present) and other employees efficiently.
  • Duties include filing, answering phone calls, photocopying, responding to emails and scheduling meetings and other office activities.
  • Experienced in working in an office environment and need to have computer skills,  strong written and oral skills.
  • Other attributes include good interpersonal skills, a well-presented appearance and an organised disposition. As the job holder will be required to deal with customers, they will be expected to represent the organisation positively. It is necessary to be able to operate office equipment such as photocopiers and fax machines.

General duties will include:

• Manage Administration of spares, service and machine sales for the branch.
• Managing office communications, e-mails, letters and documents
• Preserving office records
• Gathering information
• Organising diaries if necessary
• Conducting employee training if required
• Updating and managing office procedures
• Managing electronic and printed files
• Taking minutes Attending meetings when required.
• Handling clients and employees from other branches within South Africa
• Daily Banking and Reconciliation
• Petty Cash Reconciliation
• Keeping fleet vehicles’ maintenance, petrol reports and accident records up to date.
• Booking vehicles repairsand service appointments when needed.
  • Managing Company Cell phone accounts reconciliations

Sales Administrator Assistance includes:

• Process quotes, orders and invoices via email or phone
• Check data accuracy in quotes, orders and invoices
• Contact clients to obtain missing information or answer queries
• Arrange/schedule timely deliveries for machines or spares
• Maintain and update sales and customer records
• Show interest in monthly sales reports and growth opportunities
• Communicate important feedback from customers internally
• Stay up-to-date and show interest in new and old products sold

Stock Control Administrator Assistance includes:

• Processing purchase orders.
• Receiving Deliveries.
• Reconciling Delivery notes with purchase orders.
• Recording serial numbers where applicable.
• Organising stock on shelves and labelling.
• Place stock in designated areas for ongoing projects, sales orders.
• Manage Credit Note Authorisation for returns or paperwork corrections.
• Managing claim invoices (warranty/guarantee) with manufacturers and suppliers.
• Dealing with e-mail and telephonic sales.
• Scanning incoming Invoices from Suppliers to Head Office for capturing and keeping efficient records
• Processing Sales Quotes, Orders and Invoices.
• Ensuring Payment terms are adhered to by customers before release.
• Transferring stock items on the system their respective stores on receipt or despatch.
• Managing Monthly stock take and reconciliation of stock in all stores.

Technical Administrator Assistance includes:

• Supporting the Technical Department in helping them meet the client’s needs.
• Process service quotations, orders and invoices.
• Take accurate details and records from client for service jobs and detail on computer.
• Supporting the Technical Department in helping them manage new projects and new business.
• Scheduling the Technical Jobs daily to assist with the flow of work.
• Manage the paperwork and computer records in an efficient manner in order to keep transparent records of technical service records for each machine and customer.

Debtors/Creditors Clerk Administrator Assistance:

• Ensure customers adhere to payment terms for all sales invoices.
• Assist Head Office in allocation of incoming COD Electronic Transfer payments on excel spreadsheet (from the bank statement – internal procedure)
• Verify discrepancies by and resolve clients’ billing issues
• Facilitate payment of invoices due by sending bill reminders and contacting clients for cash accounts only.

Customer Service Consultant Administrator Assistance includes:

• Prioritise answering phone calls and talking to customers regarding their company's products or services.
• Be willing to learn and become efficient by using customer service knowledge to handle difficult customers and make sure that each customer has a good experience.

Ref: DBN000711/LB