Back-Office & Sales Support for Zeiss | Onsite Jhb
Primary duties and responsibilities shall include, but not limited to:
- Process purchase orders (PO) of equipment in SAP
- Process sales order (SO) confirmation and send to customers
- Monitor purchase orders and keep account managers and customers informed
- Liaise with customers and maintain enquiry database
- Create quotations for basic systems
- Co-ordinate deliveries and selected installations and trainings with account managers and customers
- Initiate and administer vetting process of new customers
- Keep various records / reports / folders up to date and complete, for example:
- Anticipated SO’s and PO’s problems
- Customer enquiries
- Outstanding debtor payments
- Open orders status report, ETA
- Micro shop folder for all deliveries and
- Customer Perfect Order (CPO) folder / reports etc.
- Ensure correctness of SO & PO
- Selling and processing of consumable (deal directly with customers)
- Source IT hardware and software and other equipment accessories (add-ons)
- Tenders: familiarize yourself with tender conditions, prepare submission, collect signature, submit to customer, file, monitor
- Ensure correct stock holding of consumables with warehouse manager.
- Demo Equipment (currently recorded on SAP): Coordination of shipment of demo equipment between account manager and stores warehouse
- Transfer demo equipment and tracking onto an internal system.
- Assists with assembling / assemble microscopy (demo for customer or for academy)
- Provide logistics with information to compile documentation for export of goods for customs and shipping agents/ local couriers.
- Participate in stock counts, coordinate, prepare variance report, liaise with accounts department (half yearly)
- Damaged stock to be reported to manager and if appropriate generate a return material authorizing (RMA) and insurance (twice a year).
- Travel arrangements: for local and international travel
- Reconcile credit cards.
- Understand all sales back-office operations and duties and cover during team members’ absence.
The above tasks and responsibilities require general administration listed below:
- Type letters, faxes, emails, reports, presentations, quotations, tenders, and other documents.
- Make photocopies and scan documents.
- Filing and general administrative work.
- Organize and maintain files.
- Complete official forms (suppliers’ questionnaires).
- Ensure records are complete, accurate and deadlines are met.
Education requirements / Experience / Job Specifications
Education / |Professional Certification
- Grade 12, Diploma in Office Administration
Experience
- 5 Years Sales Administration Experience (minimum)
Knowledge / Skills / Other characteristics
- Good command of the English language (written and oral)
- Ability to organize/prioritize
- Methodical approach
- Attention to Detail, meticulous work
- Abililty to adjust to Change
- Willingness to work in a professional manner
- Willingness to take on special projects
- Can work under pressure and adhere to deadlines
- Ability to build and maintain relationships.
- Ethical, helpful, friendly
- Work unsupervised, shows initiative, self-motivated
- computer software literate (Windows OS, Outlook, Teams, MS Excel, SAP, Salesforce)
- Good problem-solving skills
- Proven track record
Key data/KPI’s
- Efficient Order Processing
- Customer satisfaction / no complaints
- Adherence to processes as documented
- Monitor and adhere to deadlines
- Accurate and complete data and filing (free of errors, efficient documents storage)
- Clear, effective and polite communication with colleagues and all stake holders
- Recognize and communicate areas for for improvement (improvement suggestions)
- Complete special project to scope and on time
- Perform back-up functions for absent colleagues
Working conditions & Other Attributes.
Office based