Main Purpose of the Job:- Coordinate, execute, and support administrative functions to provide clerical and organizational assistance to the sales team, customers/vendors, co-workers, and management.
- Verifying order accuracy, tracking orders, processing paperwork, generating invoices, maintaining sales records and customer databases, including Nappi codes, and ensuring timely product delivery.
- Addressing customer inquiries, requests, and complaints, while ensuring efficient and cost-effective customer service delivery.
Required Minimum Education:- Bachelors degree or higher in a related field.
- Previous experience in stock & logistics, and/or with medical products, is highly advantageous.
Required Minimum Competencies:- Administrative proficiency combined with exceptional written and verbal communication skills, alongside experience in a customer service environment.
- Proficiency in word processing, spreadsheet software, and inventory/business management systems.
- Knowledge of administrative recordkeeping procedures.
- Familiarity with sales reports and records.
- Strong numerical and accuracy skills.
- Client service orientation with a professional and efficient demeanour.
- Unquestionable honesty and reliability.
- Innovative problem-solving abilities.
- Goal-oriented mindset.
- High level of organization with meticulous attention to detail.
- Proficient in computer operations (additional training provided if necessary).
- Excellent interpersonal skills, conducive to teamwork.
- Ability to thrive under pressure with a professional approach.
- Capacity to work autonomously while effectively managing multiple tasks.
Key Areas of Responsibility:- Order Processing: Overseeing the entire order lifecycle from receipt to fulfilment, encompassing order entry, verification, invoicing, and shipment tracking.
- Customer Inquiries: Addressing customer queries promptly and professionally via phone, email, website, or social media, providing product information, issue resolution, or routing inquiries to the appropriate department.
- Sales Support: Aiding the sales team with administrative duties, including compiling sales reports, crafting proposals, and maintaining customer databases, barcodes, and Nappi codes/PIN/Medical Aid applications.
- Quotation Preparation: Generating price quotes and proposals aligned with customer needs and company pricing policies.
- Complaint Resolution: Managing customer complaints, conducting investigations, and ensuring timely resolutions to uphold customer satisfaction.
- Inventory Management: Coordinating with warehouse and stock teams, and Sales Management to maintain optimal stock levels for order fulfilment and managing inventory records.
- Documentation and Record-Keeping: Maintaining precise records of sales transactions, customer interactions, and pertinent documentation in adherence to company protocols.
- Sales Reporting (if needed): Analysing sales data to generate reports for Management, offering insights into sales performance, trends, and customer feedback.
- Training and Support: Providing sales staff with training and support on sales processes, systems, and product knowledge to enhance customer service.
- Cross-Functional Collaboration: Collaborating with departments such as Marketing, Stock, Logistics, Warehousing, and Finance to streamline processes and resolve issues for an enhanced customer experience.
- Administrative Support: Assisting with general administrative tasks, including maintaining Internal Sales office supplies, to ensure the smooth functioning of the sales department.
- Continuous Improvement: Identifying opportunities for process enhancements and implementing best practices to optimize efficiency and effectiveness in sales administration and customer service.
Working hours are Mondays to Fridays from 08:00 to 16:45 (With overtime on demand)
The role is available to start as soon as possible, preferably by 1 June 2024
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