MAIN PURPOSE

To provide leadership, supervision and effective coordination of internal sales, branch administration and operational support functions within the branch to ensure high levels of customer service, administrative control, reporting accuracy and efficient day-to-day branch operations. The role is responsible for overseeing internal sales activities, branch administration, customer support, reporting, internal processes, counter sales support and coordination between sales, operations and administration functions.

DUTIES AND RESPONSIBILITIES

Internal Sales Supervision and Support

• Supervise and support Internal Sales staff.
• Assist in compiling quotations that meet customer specifications and commercial requirements.
• Ensure quotations, order processing and customer communication are completed accurately and timeously.
• Oversee customer requirements from quotation stage through to invoicing and delivery.
• Assist customers with pricing, product availability, technical enquiries and order follow-up.
• Provide internal commercial and technical support relating to motors, drives, switchgear and associated products.
• Ensure all quotations, dispatch notes and invoices are processed accurately on SAP.
• Ensure delivery commitments and customer expectations are met.
• Monitor all open sales orders, dispatch notes and backlog reports.
• Ensure customer accounts are monitored and suspense or credit issues are escalated immediately.
• Support External Sales Representatives with customer communication and order coordination.
• Assist with counter sales and walk-in customer requirements.
• Maintain high levels of customer service and professionalism at all times.

Branch Administration

• Oversee general branch administration and ensure administrative processes are effectively managed.
• Coordinate branch-related administrative activities including filing, document control and correspondence.
• Assist the Regional Manager with branch administration and reporting requirements.
• Coordinate staff inductions, medicals and contractor documentation where required.
• Coordinate branch events, meetings and customer functions.
• Maintain branch records, customer information and internal databases.
• Ensure all documentation is correctly filed and maintained electronically and physically.
• Ensure reception and switchboard functions operate efficiently and professionally.
• Ensure office equipment and communication systems are maintained and operational.

Reporting and Controls

• Prepare and maintain operational and sales reports including:
  • Open order reports
  • Backlog reports
  • Factory order reports
  • Sales reports
  • Administrative reports
  • Any additional reports required by management
• Maintain customer pricing and discount structures on SAP.
• Ensure SAP, CRM and related systems are updated accurately and timeously.
• Ensure electronic filing systems are maintained daily.
• Monitor branch administrative compliance and internal controls.
• Assist with maintaining ISO and quality-related systems and procedures.

Operational Coordination

• Coordinate with warehouse and operations personnel to support efficient branch operations.
• Support stock administration and inter-branch transfers.
• Assist in expediting deliveries from factories and suppliers.
• Support transport and dispatch coordination to ensure on-time deliveries.
• Continuously identify opportunities to improve branch systems, controls and efficiencies.

Staff Supervision and Training

• Assist with supervision, support and development of internal staff.
• Train and guide staff on internal systems, procedures and customer service expectations.
• Promote teamwork, accountability and professional conduct within the branch.
• Assist management with addressing staff-related matters where required.
• Support a positive and customer-focused branch culture.