Internal Sales & Administrator

SUMMARY:
To oversee the day-to-day administrative operations of the North Coast branch while providing internal sales support. This is a predominantly administration-focused role (approximately 80% administration and 20% internal sales), requiring a highly organised and detail-oriented individual to ensure the smooth running of branch administration, financial processes, customer accounts, and office operations.

The successful candidate will deliver exceptional customer service, support branch sales activities, and contribute to the efficient operation of the branch.

POSITION INFO:
Minimum Requirements
Qualifications & Experience

• Matric (Grade 12)
• Relevant tertiary qualification in Business Administration, Sales or a related field advantageous
• Minimum 5 years' experience in a similar administration role with internal sales exposure
• Proven experience in branch administration and customer service
• Experience with debtor and creditor administration advantageous
• Strong Microsoft Office proficiency

• Excellent administrative and organisational skills
• Strong attention to detail and accuracy
• Excellent verbal and written communication skills
• Strong customer service orientation
• Ability to work independently and manage multiple priorities
• Good problem-solving ability
• Ability to interpret product catalogues and product applications
• Professional presentation and communication
• Basic internal sales and order processing experience
• Ability to build and maintain customer relationships

• Assist with debtor payment allocations, reconciliations and account queries
• Process debtor credit limit increase requests
• Prepare supplier reconciliations and resolve supplier queries
• Verify supplier invoices against purchase orders and goods received documentation
• Review and process authorised credit notes
• Process customer credit applications and ensure supporting documentation is complete
• Process inter-branch transfers
• Process warranty and scrap invoicing
• Prepare expense claims for submission
• Obtain approval for high-value purchases where required

• Ensure daily banking is completed accurately and timeously
• Verify cash deposits and banking records
• Reconcile point-of-sale receipts with banking
• Ensure daily cash-ups are accurate
• Maintain petty cash and perform reconciliations
• Maintain responsibility for cash held on the premises

• Maintain branch filing systems and administrative records
• Ensure all documentation is submitted within required deadlines
• Prepare and distribute documentation to the relevant departments
• Answer incoming calls and welcome customers and visitors professionally
• Maintain the branch asset register
• Manage stationery ordering and stock levels
• Maintain delivery note records and ensure all delivery notes are invoiced weekly
• Capture proof of delivery documentation and maintain accurate records
• Maintain attendance registers and submit information to HR
• Perform general administrative duties as required
• Ensure compliance with company policies and procedures
• Communicate effectively with all internal departments

• Process customer enquiries promptly and professionally
• Prepare accurate quotations
• Process customer sales orders
• Support existing customer accounts and assist with new account enquiries
• Assist walk-in customers
• Recommend suitable products based on customer requirements
• Liaise with the warehouse regarding stock availability
• Coordinate urgent deliveries with dispatch
• Maintain customer information and update databases
• Monitor back orders and communicate delivery updates to customers
• Notify the Branch Manager of stock shortages
• Assist with sales planning and branch initiatives
• Provide backup support to reception when required
• Assist with stock takes as required

• Exceptional administrative ability
• Strong organisational and planning skills
• Attention to detail and accuracy
• Customer service excellence
• Effective communication skills
• Time management
• Problem-solving ability
• Financial administration aptitude
• Ability to multitask and prioritise
• Initiative and accountability
• Teamwork
• Professionalism