The main purpose of this position is to provide overall administrative support to our client based in Middelburg, including account functions, events coordinating, reception, reporting and other general office responsibilities.

Duties and Responsibilities:

1. Telephone Sales
? Assist customers with price / availability enquiries, check stock (physical count if necessary).
? Process Sales Orders, issue Delivery Notes and ensure that goods are invoiced once P.O.D
has been received.
? Issue Internal Workshop Instructions for modification orders.
? Liaise with Suppliers on prices / delivery of modifications / rewinds etc. and be responsible
for all associated documentation and follow up until supply and invoicing to customer.
? Ensure that the customer’s credit facilities are approved and assist in resolving and payment
queries.
? Every effort must be made to provide the product or service required by the customer and
alternatives must be offered whenever applicable.

2. Quotations
? Prepare written quotations, including cost calculations, data sheets and drawings.
? Ensure timeous submission of quotations to customers and follow up independently or in
liaison with responsible representative.
? Pass all documentation relating to special products ex-factory on Projects Group for further
processing.

3. Technical Support
? Provide telephonic technical support for customers, Sales Engineers and Company Branches

4. Contract Administration
? Contract related purchase orders, sales orders, delivery notes and invoicing.
? Follow up with factory and suppliers on outstanding contract orders.
? Process Purchase Orders, Sales Orders, issue Delivery Notes and ensure that goods are
invoiced once P.O.D has been received.

5. Stock Administration
? Ensure that stock levels are maintained.
? Create new stock codes for modifications, new products and buy-out items.
? Assist with preparing stock orders.
? Expedite delivery from the factory.

6. General Administration
? Type and file quotations and general correspondence.
? Assist with administrative support tasks such as assembling of files and end of month
invoices for delivery.
? Manage and control and ensure that customers who request information received this
timeously by post or hand delivered by sales engineer.
? Collate all documentation.
? Proof read draft correspondence to ensure correct grammar, punctuation and spelling.
? Assist with over-flow invoicing on a daily basis.
? Assisting on all debtors and creditors functions.
? Pass credit notes.
? Invoicing from delivery notes.
? Credit applications, trade references.
? Queries on accounts.
? Coordinate branch events.
? Provide evidence to allocate payments on SAP system.
? Inter-branch transfers.

7. Reception Duties
? Answer the telephone, route calls and messages to the appropriate contact/employee and
maintain a log of those calls.
? Control access to the facility by clients and visitors, and follow all security procedures.
? Greet visitors in a professional manner, announce and direct to proper location.
? Deal with courier companies to ensure collection of various documents and packages for
delivery.
? Ensure that photocopiers and telephone systems are in working condition and log all service
calls on these machines.

Qualifications and Experience:

? Grade 12 or NQF aligned qualification
? At least 4 years working experience in an electrical internal sales administrative background.
? Computer literacy – good general computer knowledge and experience as well as Windows,
MS Word, and Excel. (SAP is an advantage).

Special Requirements
? Valid driver's license is an advantage.
? Must be able to read, write, speak and understand the English language.
? Must be able to communicate clearly and concisely, orally and in writing, including formal
communications.
? Must possess the ability to make independent decisions when circumstances warrant.
? A sense of urgency with a strong customer service orientation is an absolute must.
? Hard working, resourceful, ambitious and have excellent business acumen.
? Strong numeracy skills.
? Attention to detail and accuracy is imperative.
? Speed and accuracy on all administrative output is required.
? Occupational Health and safety – where appointed
? Quality Management System (ISO9001) – where appointed

Working Conditions
? Mainly Office based.
? Is subject to work beyond normal working hours, evenings, weekends and holidays should
the need arise.
? Required to attend and participate in continuing educational programs designed to keep you
abreast of changes in your profession.