Purpose of the Role

Perform administrative duties relating to STR, Used and LTR in support of the Asset Optimisation department. Perform related administrative tasks and process steps including record keeping, filing, and data capturing on SAP. Effective and timeous coordination of new, used and rental machine sales across BHBW’s entire product range. Also assist Area Sales Managers and Asset Manager in the daily success of all sales administrative functions.

Key Performance Areas

• Respond to internal and external customer with STR requests
• Generation of quotes on SAP for emailing to customers
• Follow-up on quotes
• Maintain daily schedule
• Manage petty cash
• Prepare documentation for disposals, acquisitions, inter-regional transfers of units for the National Asset Optimisation Manager
• Invoicing and crediting (authorised as per the authorisation matrix)
• Follow-up all payments
• Compile reports for review and action by manager (lost sales, utilisation)
• Responsible for keeping up to date and accurate record of STR and Used units on SAP
• Used/STR Stock counts and recons
• Responsible for accurate filling of departments documents
• Work closely with the other team members in the department
• Compile WIP report for manager to action accordingly
• Organise transport, gas and diesel
• Arrange couriers for inter branch parts transfers
• Open work order and order parts
• Close work order on job completion
• Responsible for billing of STR contracts on daily basis
• Update customer information
• Create purchase orders on SAP for Transport
• Arrange unit transport to and from customers
• Compile monthly deliveries with Area Sales Managers
• Effective customer liaison
• Keep detailed filing on all machine deals, including quote, order, checklists, warranty docs etc.
• Provide administrative support to the Sales Manager/ Asset Manager
• Ensure monthly invoicing is done timeously
• Verification of sales quotations and all relevant paperwork
• Compile FICA/KYC documents obtained by Area Sales Managers for submission to financier
• Communicate error in packs and do follow ups on all missing paperwork
• To follow up with Area Sales Managers on documents required to complete packs
• Generate quotations and proposals timeously
• Check order packs upon receipt
• Complete GRV’s
• Send order numbers to relevant suppliers for OCS’s created (e.g. Transport)
• Get order packs signed off by Chief Sales Officer and Asset Optimisation
• Ensure that logistics receives packs in time for the building of machines
• Submit completed packs to contracts for activation
• Request delivery paperwork from transporter
• Prepare handover files for delivery of equipment
• Draw up trade in letters for the Area Sales Managers
• Keep tangible tracking of the sales order pack from the stage of inception until final activation
• Provide daily feedback to Chief Sales Officer and Asset Optimisation on status of orders
• Respond to supplier and customer queries timeously and send to Head Office timeously
• Keep track of individual order intake of Area Sales Managers
• General assets/IT equipment verifications
• IT/tool/General assets acquisitions/disposals
• Oversee the LTR disposal process
• Ensure that all orders reflect correctly on the WOR
• Check and cross check the Schedule 1 against all costing sheets and quotations
• Keep abreast of pending orders
• Maintain a safe working environment (according to safety policy and procedures)
• Effective self-management and performance ownership
• Adherence to any reasonable instruction

Qualification, Experience and Competencies

Minimum Qualification

• Grade 12
• Post-matric qualification in admin

Minimum Experience

• 3-5 years’ experience in a similar role
• SAP experience advantageous

Competencies

• Self-starter with high level of initiative taking
• Results/action oriented
• Flexible and adaptable
• Effective analysis of data
• Attention to detail
• Customer service orientation
• Effective verbal and written communication skills
• Effective interpersonal relationships
• Computer literate – MS Office