Service and Sales Administrator

Headhunters; Gqeberha; On-site; ZAR 25 000 - 45 000; Full time

Job summary

An established industry player is seeking a skilled Service and Sales Administrator to join their dynamic team. This role involves a blend of administrative duties, customer service, and stock management, ensuring seamless operations in a service-related environment. The ideal candidate will have a strong background in administration, experience with ERP systems, and a passion for exceeding customer expectations. This is a fantastic opportunity to contribute to a leading company while enhancing your career in a supportive and professional setting.

Qualifications

• Minimum of three years’ experience in a technical administration field.
• Experience with Health & Safety files and internal sales.

Responsibilities

• Prepare quotes for repairs and product sales, maintaining customer databases.
• Ensure customer satisfaction and represent the company professionally.

Skills

Service related industry experience

Internal sales skills

Administration skills

Computer Literacy

Health & Safety compliance

Education

Grade 12

Office Administration certificate

Tools

ERP system

Acumatica

Excel

Job description

Description Our client, a prominent industry leader in the manufacture and supply of PVC Products; is seeking to employ an experienced Service and Sales Administrator, to their team based in Port Elizabeth.

Service related industry experience, coupled with strong administrative and internal sales skills secures!

Requirements:

• Grade 12.
• Office Administration certificate.
• Computer Literate, good Excel
• Minimum of three years’ experience in a technical administration field.
• ERP system in a service related industry - non negotiable
• Acumatica experience preferable.
• Experience with Health & Safety files.
• Experience in internal sales, quoting and invoicing.
• Service related industry experience required.

Responsibilities:

Administration Functions

• Create templates to improve reporting and share them with other Service Administrators.
• Prepare quotes for repairs, callouts, and product sales, and forward sales leads when needed.
• Link Quotes, Purchase Orders, Invoices, and Delivery Notes in the system.
• Use installation/service reports to write client reports, including cost estimates for spare parts.
• Maintain a product database detailing customer purchases.
• Maintain an updated customer contact database.
• Coordinate job planning with regional coordinators and team leaders.
• Invoice customers.
• General administrative and filing duties.
• Ensure signed acceptance of Terms and Conditions for all accepted quotes.
• Compile safety files and project contractual documents.
• Prepare monthly safety reports.
• Arrange and coordinate training as recommended by the Safety Officer and OHSA.

Customer Service

• Ensure customer satisfaction in all interactions.
• Represent The Company professionally.
• Exceed customer expectations by under-promising and over-delivering.
• Maintain a professional appearance during client interactions.
• Provide clients with brochures and product updates.
• Identify additional sales opportunities while visiting client sites.
• Maintain customer complaint and compliment registers.

Stock and Inventory Management

• Implement and maintain correct stock levels and pricing in the accounting system.
• Maintain minimum stock levels to account for lead times.
• Conduct quarterly stock counts, investigate discrepancies, and report on stock values.
• Ensure a stock variance of no more than 5%.

Job Planning

• Prioritize installation, service, maintenance, and breakdown jobs with the Regional Coordinator.
• Prepare necessary paperwork and documentation for each job.
• Ensure correct client contact information is recorded.
• Communicate daily job requirements with service teams.
• Ensure proper documentation is submitted after job completion.
• Maintain updated customer files with invoices and proof of delivery.
• Follow up with clients as needed.

Biometric Timekeeping

• Capture, monitor, and report on biometric timekeeping.
• Address timekeeping discrepancies with team members.
• Update or remove employee information in the biometric system as necessary.
• Provide weekly and monthly reports for payroll.
• Ensure adherence to payroll procedures and track overtime vs. budget.

General Responsibilities

• Maintain a clean and organized work environment
• Ensure confidentiality of client information.
• Prioritize personal and team safety.
• Support national branches with administrative queries when necessary.
• Assist team members outside the usual scope when needed.
• Maintain professionalism, respect, and cooperation within the team.
• Lead by example and be open to feedback.
• Contribute positively to the company culture and values.

Please be advised that if you do not receive a response within two weeks of applying, you may consider your application unsuccessful.

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