Internal Sales & Administration

Objective Personnel; Midrand; On-site; ZAR 167,000 - 279,000; Full time

Job summary

Objective Personnel is seeking a proactive office administrator to support daily operations at our Midrand offices. You will manage the office and factory opening hours, handle financial filing, liaise with maintenance and finance, and keep inventories and records up to date.

The role requires a valid driver's license, basic computer certificates, and familiarity with Pastel Evolution, Syspro, CRM and Excel.

Qualifications

• Matric or equivalent required.
• Relevant computer certificate essential.
• Strong written and verbal communication.
• Proficiency in office software (Sage, Syspro, Pastel Evolution, Excel).

Responsibilities

• Open and prepare office and factory by 7am, close by 4pm/3pm on Fridays.
• Maintain daily financial filing and record-keeping.
• Coordinate with maintenance and finance on issues and payments.
• Manage inventory, stock takes, and supplier/Courier coordination.
• Provide frontline support to customers, sales and marketing teams.
• Keep customer and supplier databases up to date and accurate.

Skills

Customer service

Data entry

Office administration

Communication

Education

Matric / Senior Certificate

Relevant Computer Certificate

Tools

Sage

SYSPRO

Pastel Evolution

Excel

CRM

Job description

Qualification

• Matric / Senior Certificate
• Relevant Computer Certificate

Requirements

• Valid drivers license
• Manufactory background
• Align your thoughts, words, and actions, to ensure that our daily tasks and interactions with customers are executed with precision, accuracy, and higher consciousness.
• Providing exceptional support and handling customer queries effectively, we not only enhance the
• customer experience but also empower our team members to deliver optimum service.
• Ensure smooth daily operations within the business, and keep the infrastructure in good
• working order.
• Be the custodian of system and procedures for the company.
• Provide support to our customers, sales and marketing team respectively.
• Serve as the first point of contact and represent the company's image.
• Measure and report

Duties

• Ensure the office and factory is open and ready for business at 7am Mon-Fri.
• Ensure the office and factory is securely closed at 4pm Mon-Thu & 3pm on a Friday.
• Ensure the financial filing system is kept up to date on a daily basis.
• Liaise with maintenance for all maintenance issues.
• Liaise with finance for all accounting related functions.
• Make sure the office and factory areas are well maintained.
• Keep a record of timekeeping.
• Capture credit card payments and reconciliations on a daily basis.
• Manage inventory including products, labels, containers and consumables.
• Oversee weekly stock taking with the factory storeman.
• Utilise SAGE and SYSPRO for quotations and invoicing purposes.
• Understand our current systems (pastel evolution, Syspro, CRM, Excel, phone system, invoicing) and constantly look for improvements so our customer has a pleasant experience and our team is fully supported.
• Maintain a database of customers and suppliers.
• Make sure the web leads database is updated on a daily basis.
• Generate purchase orders with suppliers.
• Manage all incoming imports professionally and accurately.
• Keep a key and asset register.
• Ensure that the factory processes and procedures are being maintained.
• Manage the storeman when needed and be a point of contact between the business manager and the storeman.
• Maintain and update staff files and human resources within the business.
• Update the website on processed web orders.
• Create all sales orders and do all invoicing for the business
• Capture all payments received in the bank account
• Arrange with finance to make payments on all purchase orders
• Record customer details, invoice number and amount charged on all courier guy waybills; scan and email to finance dept.
• Create PO on behalf of Bosun & load stock onto their inventory/warehouse for each Bosun Order.
• Update marketing folder with any changes to TDS, application guides and other documents.
• Capture CRM
• Provide support to our customers, sales and marketing team respectively.
• Know the sales strategy and the business processes & procedures intimately.
• Assist marketing in creating relevant marketing material for the company.
• Ensure pricing is kept relevant.
• Ensure the factory operates smoothly and all factory resources are readily available.
• Source new suppliers for our consumables with an emphasis on cost savings.
• Be able to describe our market; different channels, each customer type’s business to understand our customer needs (market definition).
• Know and understand the technical application of all the products.
• Be able to interact with the market in a mature way and provide technical support when required.
• Understand the application instructions and limitations of the products.
• Understand the pricing model.
• Know our competitors and products they offer.
• Realise that the market is always moving.
• Handle all customer returns and refunds.
• Take minutes of meetings and distribute to staff
• Greet and assist walk-in clients with clear communication and a friendly demeanor.
• Answer all incoming phone calls.
• Tend to all incoming web leads promptly.
• Process all web orders promptly according to the business procedures.
• Assist the business manager with sales related activities.
• Do quotes as and when required.
• Carry out sales transactions.
• Maintain a sales file for open quotations.
• Follow up on all open quotations.
• Maintain and handle the relationships with all resellers professionally.
• Carry out cold calling for existing and new marketing campaigns.
• Maintain & handle the relationships with all suppliers professionally.
• Communicate with suppliers to get quotes and arrange delivery/collection of goods.
• Measure and report
• Report to the business manager.
• Maintain stock reports and forecasting.
• Suggest new strategies.
• Maintain a list of all new customers and where they heard about the business.
• Capture all the factory job cards.
• Capture weekly and monthly stock.
• Make sure the financial file is up to date and submitted to accounts on a monthly basis.
• Capture Daily sales stats.