Sales Administrator - Thekweni at RCL Foods

The purpose of the role is to:

• To support the regional sales team and provide an important link between the managers and their clients by processing all sales-related paperwork, fielding queries and arranging appointments to visit new and established customers.

Minimum Requirements    

• Matric
• A secretarial diploma or office administration diploma would be an advantage.
• 2 years' administrative experience
• Knowledge
• Business principles
• SAP
• BW
• CRM (Call cycles)
• Powerpoint
• Excel
• Qlikview

Duties & Responsibilities    
Daily/ Weekly/ Monthly Reporting

• Ensure adherence to set deadlines and timeframes, as agreed to by the Business
• Assist RSM’s in compiling feedback to Principals
• Promotional Feedback & Price Surveys
• Depth of Distribution reporting on key SKU’s to assist RSM’s in maximising market penetration
• Short Dated Stock reports
• Point of Sale Registers, Stock Management and Feedback to RSM
• New Store Openings
• Weekly Depot Stock on Hand reports (highlighting out of stocks to RSM)
• Coupon/ Voucher Reconciliation
• Free Stock Tracker Implementation and Management

EDI Rejection Reports

• Ad hoc reporting requests by RSM’s and/ or Principals attended to within a 48 hour time frame (BW and Qlikview Systems)
• Daily feedback on deadlines set out by Management in conjunction with principal requirements
• Coordinating deadlines within respective regions and ensuring timeous feedback to RSM
• Supplying Admin Controller/ Sales Information Manager with relevant information required for monthly reporting
• Notify BI team of changes within regions of people moving or exiting VTM as and when change happens.
• Assisting with VSS admin and deadline support and feedback consolidation

Financial Administration and Cost Control

• Creating Purchase Orders (PO’s) and reconciling expenses
• Ensuring PO’s match invoices before submitting for payment
• Sending remittance advices to creditors requesting proof of payment
• Outside labour:  Ensuring that the correct process is followed, as well as flagging issues timeously to the Finance Dept and relevant managers
• Monthly accruals to be sent to VTM Finance Manager to be captured against late invoices or PO’s in the Vector system
• Staff Debtors:  Ensure that all staff who have expenses submit timeously and ensure that all accounts are up to date
• Prepare and submit workflows related to monthly expense claims
• Ensuring all AOD’s are completed and submitted for processing – this could be related to staff overspend on cellular phones, traffic fines or loss/ damage to company property
• Assisting RSM’s and ASM’s with documentation and submission required for all BOL payments, as and when required
• Monthly budget management – scrutinise reports and reverse relevant charges to correct cost centre, subject to approval by RSM.
• Assist Finance Manager with queries on the General Ledger and ensure that relevant reallocations are processed
• New service vendor application workflows to be uploaded and approved as per process.
• New account credit applications, original applications to be checked and sent to Vector Bedfordview, relevant workflow steps to be actioned.
• Adhering to budget limitations when assisting with cycle meeting related bookings and/ or refreshments.

Sales Administration

• Address customer telephonic queries and channel complaints to the appropriate individual.
• Follow up with the call center when necessary.
• Assist ASM’s with quarterly cycle meeting preparations – sourcing, receiving quotations and booking of venues, accommodation, refreshments and printing of call cycles and/or other documentation.
• Assisting with urgent principal feedback and contacting stores on behalf of ASM’s when they are not available.
• Responsible for ensuring all cluster lists are updated monthly and submitted together with bulk sms detail.
• Communicate via individual / bulk sms’s to field staff – contact field staff for relevant information required by principals.
• Principal product launch + promotional communication to be set up at venues and coordinate launch.
• Implement and maintain consolidated promotional grids for the respective region(s) and ensure bulk sms’s are sent to trade to communicate promotions
• Manage Point of Sale (POS) Register, to ensure there is a record of what POS has been taken by staff and where it is being used.
• Manage Coupon Register process: ensure correct record keeping is maintained (i.e.: when handing out coupons a record is kept by how many, who and which store will need). Registers to be submitted to principal monthly.
• Record and manage incoming & outgoing free stock as per allocation.
• Order Placements - stationery/bags/uplifts/seals. To ensure stationery levels are also at a level so that there are no issues when required.
• Uplift Books - keep records of books distributed to the ASMs and Field Marketers.
• Assist RSM’s and ASM’s with ordering of Trade cards and ensuring payments are processed timeously
• Responsible for collating all feedback with regard to recalls, even if it means calling stores on behalf of ASM’s
• Assist with collating bulk uniform orders annually
• Assisting RSM’s with travel documentation when needed
• Processing of relevant workflows – Customer, New Vendor, Expense Claims, New Staff, Leave and Capex workflows
• Maintain and safeguard electronic/ paper-based customer records and information

Call Cycles

• Ensuring that call cycles are updated on the correct Excel template and that hours match the position hours
• Assisting with correcting errors on templates submitted by ASM and training ASM on correct process to be followed when updating call cycle templates. When there are errors inform ASM what the error is.
• Uploading completed call cycles to CRM & Printing and distributing of PDF call cycles to staff
• Review reports showing staff not allocated to call cycles and ensure that call cycles are updated timeously

Maintaining VTM Assets and Related Administration

• Assist in maintaining control registers of all the physical assets utilised by VTM including vehicles, cellular telephones, computers, laptops, tablets and 3G
• Assist in maintaining registers pertaining to vehicles, which includes registers of vehicles assigned to employees, petrol cards, vehicle licences, drivers’ licences and ID’s.
• Assist with Capex requests and ensuring that relevant workflows are processed
• Ensuring all staff with company vehicles have been issued with the necessary tools.
• Summarising fuel spend per vehicle on a monthly basis & monthly mileages timeously for all vehicles
• Assist with the completion of vehicle accident claim forms for insurance purposes
• Ensure all AOD’s for fines are completed and submitted for processing

Travel Administration

• Ensuring correct procedure is followed and that travel requests are received at least a week prior to travelling
• Submitting of travel request to Travel Dynamix & Ensuring Line Manager Approval for travel and related costs
• Completion of costs on travel request documentation
• Capturing of travel dates and costs in SAP
• Processing of workflows, which will be submitted to traveller’s Line Manager and Travel Dynamix
• Ensuring accommodation booked in accordance to the RCL FOODS preferred supplier list
• Assisting travellers with the documentation required to correspond to the monthly credit card statements
• Ensuring that travel billed back to the business is in line with policies and allocated meal limits
• Extracting employee travel costs from SAP & Ensuring adherence to budgets