Sales Support Administrator

Rcl Foods; Durban; On-site; ZAR 180,000 - 300,000; Full time

Job summary

Rcl Foods is seeking a Sales Support Administrator to ensure accurate, complete and timely administration of the sales portfolio. You will provide management with reliable information and support effective control of associated commercial, financial and operational risks.

Responsibilities include contract management, crate and cash reconciliations, rebate administration and ongoing reporting to improve efficiency and governance across Sales, Finance, Distribution and Operations teams.

Qualifications

• Matric and preferably a diploma in sales or marketing.
• Ability to read, write, understand and communicate in English.
• Good numeracy.

Responsibilities

• SALES Portfolio Administration: Manage the SALES portfolio from start to end, ensuring that all commercial and administrative requirements are accurately maintained and completed within agreed timelines.
• Contract Management: Maintain and administer all signed SALES contracts, ensuring that documentation is complete, current, properly filed and readily accessible.
• Crate Reconciliation: Monitor and reconcile crate movements, balances and related records, investigating and resolving discrepancies where identified.
• Cash Reconciliation: Perform regular cash reconciliations, ensuring that collections, deposits and account records are accurately recorded and variances are investigated and resolved.
• Surety Administration: Maintain accurate records of sureties, monitor validity and ensure that all required documentation is in place and up to date.
• Rebate Administration: Administer SALES rebates, including monitoring applicable agreements, calculations, supporting documentation and payments, ensuring accuracy and adherence to agreed terms.
• Sales Volume Monitoring: Monitor and reconcile volumes sold across the SALES portfolio, ensuring that reported volumes are accurate and aligned with sales and financial records.
• Pricing Administration: Maintain and monitor SALES pricing information, ensuring that approved pricing is accurately captured and applied, and that discrepancies are promptly escalated.
• Account Administration: Manage the day-to-day administration of SALES customer accounts, including account queries, documentation, reconciliations and record maintenance.
• Reporting: Prepare accurate and timely SALES portfolio reports, providing visibility of volumes, pricing, rebates, crate balances, cash, sureties and other relevant commercial information.
• Data Integrity and Record Keeping: Ensure that all SALES records, supporting documentation and systems are accurate, complete and maintained in accordance with company requirements.
• Reconciliation and Variance Management: Identify, investigate and resolve discrepancies across SALES accounts and commercial records, escalating material variances to the relevant stakeholders.
• Stakeholder Coordination: Liaise with Sales, Finance, Distribution, Operations and SALES customers to obtain required information, resolve queries and ensure effective portfolio administration.
• Compliance and Controls: Ensure that SALES administration is conducted in accordance with company policies, approved commercial agreements and internal controls.
• Risk Management: Identify administrative, financial and commercial risks within the SALES portfolio and escalating issues requiring management intervention.
• Continuous Improvement: Identify opportunities to improve SALES administrative processes, controls, reporting and record-keeping to improve efficiency, visibility and accountability.

Skills

Good numeracy

English communication

Education

Matric and preferably a diploma in sales or marketing

Ability to read, write, understand and communicate in English

Good numeracy

Tools

Excel

Email

ERP system

Job description

The primary role of the Sales Support Administrator will be accountable for ensuring accurate, complete and timely administration of the sales portfolio, providing management with reliable information and supporting effective control of the associated commercial, financial and operational risks

Education and Qualification

• Matric and preferably a diploma in sales or marketing.
• Ability to read, write, understand and communicate in English.
• Good numeracy
• Good computer literacy – especially Excel and e-mail

Experience and Training

• 2 years minimum experience in administration in sales FMCG environment,
• ERP System experience is advantageous

Duties & Responsibilities

• SALES Portfolio Administration: Manage the SALES portfolio from start to end, ensuring that all commercial and administrative requirements are accurately maintained and completed within agreed timelines.
• Contract Management: Maintain and administer all signed SALES contracts, ensuring that documentation is complete, current, properly filed and readily accessible.
• Crate Reconciliation: Monitor and reconcile crate movements, balances and related records, investigating and resolving discrepancies where identified.
• Cash Reconciliation: Perform regular cash reconciliations, ensuring that collections, deposits and account records are accurately recorded and variances are investigated and resolved.
• Surety Administration: Maintain accurate records of sureties, monitor validity and ensure that all required documentation is in place and up to date.
• Rebate Administration: Administer SALES rebates, including monitoring applicable agreements, calculations, supporting documentation and payments, ensuring accuracy and adherence to agreed terms.
• Sales Volume Monitoring: Monitor and reconcile volumes sold across the SALES portfolio, ensuring that reported volumes are accurate and aligned with sales and financial records.
• Pricing Administration: Maintain and monitor SALES pricing information, ensuring that approved pricing is accurately captured and applied, and that discrepancies are promptly escalated.
• Account Administration: Manage the day-to-day administration of SALES customer accounts, including account queries, documentation, reconciliations and record maintenance.
• Reporting: Prepare accurate and timely SALES portfolio reports, providing visibility of volumes, pricing, rebates, crate balances, cash, sureties and other relevant commercial information.
• Data Integrity and Record Keeping: Ensure that all SALES records, supporting documentation and systems are accurate, complete and maintained in accordance with company requirements.
• Reconciliation and Variance Management: Identify, investigate and resolve discrepancies across SALES accounts and commercial records, escalating material variances to the relevant stakeholders.
• Stakeholder Coordination: Liaise with Sales, Finance, Distribution, Operations and SALES customers to obtain required information, resolve queries and ensure effective portfolio administration.
• Compliance and Controls: Ensure that SALES administration is conducted in accordance with company policies, approved commercial agreements and internal controls.
• Risk Management: Identify administrative, financial and commercial risks within the SALES portfolio and escalating issues requiring management intervention.
• Continuous Improvement: Identify opportunities to improve SALES administrative processes, controls, reporting and record-keeping to improve efficiency, visibility and accountability.

Policy

Preference will be given to applicants from under-represented designated groups in line with the company’s EE Plan, including all persons with disabilities.