Commercial Administrator

SUMMARY:
The Commercial Administrator serves as the link between the sales function and customers

POSITION INFO:

COMMERCIAL ADMINISTRATOR

Commercial

Accountable for specialist outputs and initiating changes in policies, procedures, standards and services within inter-related functional areas of responsibility. This role will work with various closely related concrete variables, requiring an understanding of the theory or practices underpinning inter-related functional processes.

Job Purpose

The Commercial Administrator serves as the link between the sales function and customers and is therefore key to optimising the customer experience. This role will be accountable for assisting with call in customer orders (telesales), providing general administrative support to the Commercial and Marketing team and effectively coordinating internal sales communications.

Key Accountabilities and Outputs

Commercial Support

• Manage all office based sales administration activities 

• Capture all automated orders either emailed , phoned through or communicated to the sales office 

• Update all relative deal sheets to customer buying groups and independent customers . 

• Communicate any issues with regards to blocked accounts or Rapidtrade updates . 

• Collect and coordinate all invoices and PODs on all drop shipment deliveries throughout the area . 

• Process all customer spend claims along with damages claims that need weekly submissions to Debtors . 

• Garnish all order numbers on buying group orders before processing for invoicing . Upload all PO's onto SAP for payment (agent's commissions , accommodation and expenses) 

• Conduct follow ups on all payments processed through SAP to ensure accounts are up to date 

• Manage merchandisers' time sheets and their weekly route lists . 

• Serve as the link between the sales team , distribution and the customer . Manage sales point of sale , banners , feather banners and sales marketing material .

• Conduct lodging of all new fridge requests and all repair follow ups on behalf of the reps and customers . 

• Coordinate all sales related meetings , get togethers and sales related events

• Interpret Sales and Customer Analytics and Provide Sales and Customer Insights

• Assist with the collection of Chep pallets and General Operational and Financial Management

• Actively participate in operational planning and budgeting processes 

• Drive continuous improvement through streamlining and optimising relevant operational practices, processes and systems

• Ensure adherence to operational and financial frameworks of practices, processes, standards and controls

• Control cost and take the necessary action to mitigate any financial risks or non-compliance

Qualifications and Experience

• Grade 12 / Matric / NQF level 4 (Essential)

• Up to 4 years experience (Operational Execution) Proven administrative ability

• Understanding of commercial requirements

• Good with numbers and analytics 

• Robust IT Skills

Key Qualities

Communication

• Routine communication in connection with instructions, requests or normal work tasks

Problem Solving

• Proactive identification of functional problems related to a specific process or policy, determine cause and impact, and choose the best alternative to solve the problem based on guidelines provided and an understanding of the theory or practices underpinning the problem.

Relationships Maintained

• Others in own work area 

Behavioural Competencies

Accountability

• Accomplishes assigned tasks and goals: takes necessary actions to keep progress against objectives on track.

• Prepares a roadmap for success.

• Ensures that all who need to know, are clear about the plan.

• Takes full responsibility for own actions and outcomes, including mistakes.

• Always acts in the company's best interest, regardless of whether it is difficult or unpopular.

• Ensures others are on track for achieving their goals.

Collaboration

• Helps others with their work.

• Meets commitments to team members or others in the organisation.

• Actively contributes to team discussions and the accomplishment of team work plans.

• Shares expertise and resources to help others address their needs.

• Seeks to include all those who can contribute to the most successful outcome and those who have a stake in the results.

• Actively keeps all stakeholders informed.

• Attempts to reinvigorate team processes when progress is lagging: stays engaged even when not in full agreement with the team's direction.

Continuous Improvement

• Increases performance expectations when success has been achieved

• Seeks out sources of information, including trade associations, "best practice" companies, customers, peers, subordinates, etc.

• Finds ways to fast-adapt improvement ideas t

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