Service and Sales Administrator

SUMMARY:
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!

POSITION INFO:
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.

• 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.

• 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.

• 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%.

• 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.

• 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.

• 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.