Primary duties and responsibilities shall include, but not limited to:
Process purchase orders (PO) of equipment in SAP
Process sales order (SO) confirmation and send to customers
Monitor purchase orders and keep account managers and customers informed
Liaise with customers and maintain enquiry database
Create quotations for basic systems
Co-ordinate deliveries and selected installations and trainings with account managers and customers
Initiate and administer vetting process of new customers
Keep various records / reports / folders up to date and complete, for example:
Anticipated SO's and PO's problems
Customer enquiries
Outstanding debtor payments
Open orders status report, ETA
Micro shop folder for all deliveries and
Customer Perfect Order (CPO) folder / reports etc.
Ensure correctness of SO & PO
Selling and processing of consumable (deal directly with customers)
Source IT hardware and software and other equipment accessories (add-ons)
Tenders: familiarize yourself with tender conditions, prepare submission, collect signature, submit to customer, file, monitor
Ensure correct stock holding of consumables with warehouse manager.
Demo Equipment (currently recorded on SAP): Coordination of shipment of demo equipment between account manager and stores warehouse
Transfer demo equipment and tracking onto an internal system.
Assists with assembling / assemble microscopy (demo for customer or for academy)
Provide logistics with information to compile documentation for export of goods for customs and shipping agents/ local couriers.
Participate in stock counts, coordinate, prepare variance report, liaise with accounts department (half yearly)
Damaged stock to be reported to manager and if appropriate generate a return material authorizing (RMA) and insurance (twice a year).
Travel arrangements: for local and international travel
Reconcile credit cards.
Understand all sales back-office operations and duties and cover during team members' absence.
The above tasks and responsibilities require general administration listed below:
Type letters, faxes, emails, reports, presentations, quotations, tenders, and other documents.
Make photocopies and scan documents.
Filing and general administrative work.
Organize and maintain files.
Complete official forms (suppliers' questionnaires).
Ensure records are complete, accurate and deadlines are met.
Education requirements / Experience / Job Specifications
Education / Professional Certification
Grade 12, Diploma in Office Administration
Experience
5 Years Sales Administration Experience (minimum)
Knowledge / Skills / Other characteristics
Good command of the English language (written and oral)
Ability to organize/prioritize
Methodical approach
Attention to Detail, meticulous work
Ability to adjust to Change
Willingness to work in a professional manner
Willingness to take on special projects
Can work under pressure and adhere to deadlines
Ability to build and maintain relationships.
Ethical, helpful, friendly
Work unsupervised, shows initiative, self-motivated
Computer software literate (Windows OS, Outlook, Teams, MS Excel, SAP, Salesforce)
Good problem-solving skills
Proven track record
Key data/KPI's
Efficient Order Processing
Customer satisfaction / no complaints
Adherence to processes as documented
Monitor and adhere to deadlines
Accurate and complete data and filing (free of errors, efficient documents storage)
Clear, effective and polite communication with colleagues and all stakeholders
Recognize and communicate areas for improvement (improvement suggestions)
Complete special project to scope and on time
Perform back-up functions for absent colleagues
Working conditions & Other Attributes: Office based
Your ZEISS Recruiting Team:
Maite Nomthandaso Nakana, Thema Peggy Masoga
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