JOB DESCRIPTION
JOB TITLE: GROUP SALES SUPPORT ADMINISTRATOR
REPORTS TO: BUSINESS DEVELOPMENT DEPARTMENT
LEVEL OF WORK: ADMINISTRATIVE
PURPOSE OF THE JOB:
- To provide assistance and administrative support to the Sales and Exec Teams.
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To ensure that the process adopted in handling and correspondence directed to our company by mail, e-mail, or phone is addressed in accordance with the laid down rules, policy, and procedures of the Group.
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This should be done in a professional manner, with a sense of urgency, striving to resolve queries within the timeframes set, maintaining the goodwill towards our Clients while promoting a culture of customer care to Customers and Clients alike.
SCOPE:
- Duties and general ad-hoc administration.
KEY PERFORMANCE AREAS
KEY PERFORMANCE INDICATORS
Preparation of Manco Packs
Ensure that the monthly packs are collated and prepared accurately and in line with deadlines for submission.
Minutes of Meetings
Various BU Manco, Social & Ethics, ISMS etc
Ensure that all minutes of meetings are captured, distributed and filed electronically. Ensure required meetings are arranged, diarised and agendas sent out. Minutes from every meeting to be completed in line with agreed deadlines.
Proof-read documentation and make the necessary amendments as and when required.
Co-ordinate ad-hoc team building initiatives, company events.
Travel Arrangements
(Domestic & International)
Co-ordinate all travel requisitions, accommodation etc for staff across BU.
- Support client travel requests and requirements, quotes and bookings where required.
General Administration Duties
Ensure effective administration and filing of all departmental records.
- Ad-hoc research as required.
- Maintain and update Agreements / Contracts / Policies on SharePoint.
- Control of meeting requests and requirements.
- Access and parking arrangements for expectant visitors/clients.
- Timeous submission of sales team expense claims.
- Maintaining marketing / promotional material, in conjunction with the Marketing team.
- Monthly sales pipelines to be kept updated and sent timeously to the necessary department.
- Collating reports and information for the monthly sales meeting.
- Maintain a database of clients. Keeping client information up to date and readily available.
- Presentations to be kept up to date on current stationery, templates etc ready for clients at all times.
- Support CGO and liaise with Marketing to ensure client-specific proposals are correct and submitted according to deadlines.
- Oversee client visits; prepare an agenda, liaise with internal teams and external parties to ensure all aspects are catered for.
- Tender sourcing across BU. Collation of submissions with the various team members and proposal document submission.
- Support BU’s with due diligence processes, submissions and proposals.
COMPETENCIES REQUIRED:
Knowledge and skills:
- Matric and Tertiary Qualification will be advantageous
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PA experience at an executive level
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Intermediate MS Office skills
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Good organisational skills
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Excellent verbal and written communication skills
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Knowledge of clients and projects
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Knowledge of product offering
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Project management
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Interpretation skills
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Assertiveness
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Analytical skills
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Results orientated
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Numerical skills
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Logical reasoning
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Information scanning
SKILLS AND SPECIFICATIONS:
Personality:
Self-driven, results-oriented, with a positive outlook, and a clear focus on high quality and business profit. A natural forward planner who critically assesses their own performance. Mature, credible, and comfortable in dealing with senior big company executives. Reliable, tolerant, and determined.
Empathic communicator, able to see things from the other person’s point of view. Well-presented and business-like. Keen for new experiences, responsibility, and accountability. Able to get on with others and be a team player.
Personal Situation:
Able to commute reliably to office base. Able to work extended hours on occasions when required.
Specific Job Skills:
Able to communicate and motivate via written media. Must have good organizational skills.
Computer skills:
Must be adept in use of MS Office 2000 or later, particularly Excel and Word, and ideally Access or similar database to basic level, Internet and email.
Literacy and Numeracy:
Must be a competent writer of quotations and proposals. Must have an understanding of accounting practice.
Business and Selling Skills:
Must be an excellent telephone communicator. Able to demonstrate success and experience managing major accounts, customers, and large contracts or even a business, particularly in achieving genuine sales development.
Management Ability:
Some people-management skills, experience, and natural ability will be useful.
Behaviours:
- Ability to maintain confidentiality
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Team player but still able to work independently
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Attention to accuracy and detail
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Able to meet deadlines
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Solution-oriented
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Can do attitude
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Approachable to staff and management
This job description is not exhaustive and may be subject to change depending on business requirements.
Duties, functions, hours of work, and responsibilities may be changed in accordance with changing business requirements of either the employer or the Client of the employer for whom you are contracted to provide a service.
