Internal Sales - Administrator

SUMMARY:
Management of internal sales for the Durban branch from start to finish and to oversee the administrative operations of the branch by performing a variety of administrative and clerical tasks at the branch. Providing support to managers and employees, assisting in daily office needs and managing 
general administrative activities.

POSITION INFO:
Internal Sales

• Managing existing and new accounts with regards to the sales of all products which include the building and maintenance of relationships with all clients ensuring prompt and efficient feedback, together with the best possible service delivery.
• Co-coordinating of daily sales
• Supporting existing and new wholesale customer accounts
• Manage walk-in wholesale accounts
• Handling of all quotations on a daily basis
• Ensuring that sales orders are accurately processed
• Ensuring that the correct product is supplied into specified applications
• Communicate with the warehouse with regards to stock queries
• Communicate with dispatch in coordinating urgent deliveries
• Phone client base daily against area listings
• Update customer database continually
• Advise and communicate with Branch Manager of any stock shortages
• Managing back orders and updating clients on progress with regards to ETA’s
• Participating and assisting strategy meetings and sales planning
• Ensuring good communication with all relevant departments
• Back-up/substitute to receptionist/admin
• Will be expected to assist with stock take as and when required

• Debtors- assist with payment allocations, debtor recons & queries
• Manage debtors increase requests
• Creditors- recon of Durban accounts and sending to Branch Manager in time to meet deadlines
• Creditors – request invoices, statements & resolve queries.
• Credit applications – vetting ensuring all documentation correct before submitting to head office
• Opening all cash trade forms for Durban branch (vetting and liaising with customers)
• Banking – ensure banking is correct & cash deposited timeously
• Invoices – ensuring invoices agree to GRV’s and PO’s
• Petty Cash Control – review transactions for validity and accuracy.
• Reconciliation of petty cash and control expenditures. 
• Setting up and maintaining systems and procedures
• Point of Sale banking – receipts tie up to funds and money banked weekly. 
• Cash ups – ensuring cash-ups for POS are done correctly
• Reviewing and authorizing credit notes (both stock & warranties) and processing
• All high value purchases to clear with Financial Manager
• Responsible for cash on premises
• Ensuring documents are sent to Head Office on a weekly basis
• Separation of documentation and clear marking of who should receive the documents
• Answering of phones and reception of customers/guests. 
• Asset register for Durban branch
• Manage stationery (inventory, ordering etc.)
• Processing and capturing IBT’s (Inter Branch Transfers)
• Adhoc admin duties & filing
• Good Communication with relevant departments
• Manage & keep delivery note books up to date (ensuring all delivery notes are invoiced out by the end of each week)
• Manage scrap & warranty invoicing and banking
• Expense claims (ensure it is sent in timeously to HO for refunds)
• Review branch 30-day credit application – ensure all documents are correctly completed and supported by FICA docs. To be sent to HO for approval
• Attendance register – to be completed and sent to HR 
• Capture POD’s and ensure originals are sent to HO weekly