Business Admin, Bloemfontein

Job Purpose:

The main purpose of this job is to perform various administrative and clerical tasks to support our sales department & other departments within, which includes Reception, Accounts and Warehouse when needed. 

Job Dimensions:

Sales admin duties:

• Provide secretarial and administrative support to the sales team.
• Use computer word processing, spreadsheet and database software to prepare reports and documents such as quotations, invoices and statements.
• Assist with driving messages (e.g. event registrations)
• Request cancelations & credits of orders placed.
• Following up and tracking urgent deliveries and providing feedback and PODs/invoices when requested.
• Assist the sales team with quotations and orders.
• Attending product training sessions and sales meetings.
• Setting up appointments and travel arrangements when needed.
• Providing feedback to customers
• General administration
• Assisting in other departments when needed.

Reception duties:

· Answering and distributing incoming calls and messages correctly.

· Welcoming walk-in guests

· General administration

Debtors duties

· Processing payments received.

· Sending statements

· General administration

Warehouse duties:

• Receiving, Picking, packing, boxing and labelling of orders.
• Accurate packing of stock onto shelves and within the warehouse.
• Ensure the accurate scanning and invoicing of orders.
• Assist customers/couriers when collecting orders and confirm payments made.
• Mark orders as ‘collected' when out on deliveries.
• Escalate problematic issues promptly to the supervisor.
• Report any infringement, accident, notice of service, loss of stock, damage of stock, hijacking or any other important issue to your supervisor immediately.
• Inform sales department of orders not collected and action cancellations/credits
• Execute Rectron standards of excellence in your daily duties
• Ensure good housekeeping
• Ensure accurate stocktake procedure
• General administration duties
• Other duties as required by your line Manager

Core Competencies:

The candidate must possess the following capabilities:

• Adept in Technology
• Ability to effectively navigate and use a Windows based PC
• Use specific IT systems to account for payments and access details
• Microsoft Word: Basic Word features
• Microsoft Excel: Basic Excel features
• Microsoft Outlook: Sending/receiving emails, out of office settings, scheduling meetings, attachments
• Skype for Business: Sending/receiving messages
• Effective Communication
• Clear, professional communication
• Friendly and positive attitude
• Getting back to stakeholders timeously
• Manage expectations with stakeholders
• Teamwork
• Organization
• Time management
• Prioritizing of tasks
• Planning and organizing
• Multi-tasking

Active listening Skills:

• • Listening to customers and directing calls to correct departments
  • Listening to and effectively analyse problems as they arise
  • Proactively find solutions to problems using all available resources
  • Knowing when to ask for help
  • Ability to work under pressure
  • Anticipates Needs
  • Complete important tasks without needing to be asked
  • Takes initiative to support the business

Skills & Competencies (general job knowledge and skill sets)

• Well-disciplined individual
• Detail-orientated
• Good numeracy skills / Analytical