Job Purpose

Provides administrative and secretarial support to the Area Sales Director and the Sales Region

Key Duties and Responsibilities

Reception

Professional first point of contact provided between the public and PRSA

• Calls answered courteously and without delay

• Routine matters responded to before reaching Sales and Divisional Manager

• Calls and messages distributed to the correct person

• Visitors greeted and announced courteously​

• Enquiries from reps and staff responded to courteously and without delay

• Enquiries referred to the appropriate person as necessary – Field customer queries

Office Administration

Administrative support services provided to facilitate the productivity of the Sales Region

• Filing up to date and information accessible as per PR filing standards

• Generate Purchase Orders, Structured Costs, A&P Costs, Rebates

• Staff stock orders processed

• Customer performance reviews collated and bound within agreed timelines

• PODs collated and sent to LR

• Stock requisitions processed

• Monthly events calendars updated and sent to Regional Trade Marketing manager

Make travel arrangements

• Suitable quotes obtained from agent

• Bookings made accurately in time for travel and within budget

• Bookings communicated and vouchers from agent distributed before travel

• Business itineraries are efficient and practical

• Invoices processed correctly and paid

Manage ASD diaries

• Meetings (internal and external) and teleconferences are set up as required

• Clashes managed

Books venus and catering for events and meetings

• Appropriate venue and catering booked as required

• Expenses kept within budget

Assist with research as briefed by Manager

• Brief followed

• Suitable recommendations made

Data Processing

Accurate records kept facilitating the productivity of the Sales Region

• Manage vehicle administration

• Petrol Cards and trackers requested from Fleet Management for new reps

• Services booked according to required service points

• Monthly vehicle inspections collated and submitted to Fleet Manager

• Fines and AOD’s submitted to Fleet Manager

• Manager notified of unauthorised fill ups

Correct product reaches the customer at the appropriate time and in the correct quantities

• Manage Driver activities and distribution

• Memos from telesales issued to Drivers regarding special deliveries

• Couriers arranged according to requirements and tracked from departure to delivery

Finance

Finances managed according to PRSA procedures

• Budget Management

• Petty cash recon completed as required

• Cheque requisitions for staff reimbursements

• Tracking actual vs budget spend and report overspend to Management (A&P, T&E and SC)

Process customer credit applications ​

• Application completed according to PRSA guidelines

• New Credit application submitted to Finance without delay

• Documentation required for the opening of new account collated and sent to HO for processing

• Vendor applications completed and send to Finance for processing

Develop a collaborative relationship with the sales team (including reps)

• Information and reports available on time according to request

• Customer credit applications processed without delay

• Liaise with customers

• Customer events coordinated effectively

• Customer follow ups conducted to obtain required information

Stock Deals

• Obtain proof of purchase from customers to process stock deals

POS

• Short deliveries and damage stock reported to Marketing and further actions taken according to instructions

• Consult with National POS Manager to destroy of fix damaged goods

Process Inter Branch Transfers (IBT)

• Inter branch transfers (IBT) captured on the system as per delivery instructions

• Courier waybills completed accurately

• Receiving warehouse informed

• Overdue IBT’s are investigated and reported

• IBT’s receipted within 3 hours of received

• Receive POS stock into the warehouse

Inspections

• Health and Safety inspections done before the 26th of each month and loaded onto Portal

• Summary checklist to be completed and filed for audit purposes

Job Requirements:

• National Senior Certificate with secretarial short courses

• 3 years administrative and secretarial experience

• Knowledge of FMCG or Sales environment would be advantageous

Behavioural Competencies:

Effective Decision Making, Planning and Organising, Teamwork, Communication, Technical Expertise, Presentation Skills, Influencing & Negotiation, Adaptability, Initiative, Resilience

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