Job Description
At RCL FOODS we see and do things differently. We think bigger, work smarter, and collectively work as a team to achieve our ambition; MORE food to MORE people, MORE often!
We at RCL FOODS are in search for a Sales Administrator to join our Vector Logistics Division. The role will be based in Roodeport and report to the Sales Information Specialist. RCL FOODS is looking for an incumbent to support the regional sales team and provide an important link between the managers and their clients by processing all sales-related paperwork, fielding queries and arranging appointments to visit new and established customers.
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Duties & ResponsibilitiesDaily/ Weekly/ Monthly Reporting
Ensure adherence to set deadlines and timeframes, as agreed to by the Business.
Ad hoc reporting requests by RSM’s and/ or Principals attended to within a 48 hour time frame.
Daily feedback on deadlines set out by Management in conjunction with principal requirements .
Coordinating deadlines within respective regions and ensuring timeous feedback to RSM.
Supplying Admin Controller/ Sales Information Manager with relevant information required for monthly reporting.
Notify BI team of changes within regions of people moving or exiting VTM as and when change happens.
Financial Administration and Cost Control
Creating Purchase Orders (PO’s) and reconciling expenses.
Prepare and submit workflows related to monthly expense claims.
Ensuring all AOD’s are completed and submitted for processing – this could be related to staff overspend on cellular phones, traffic fines or loss/ damage to company property.
Assisting RSM’s and ASM’s with documentation and submission required for all BOL payments, as and when required.
Monthly budget management – scrutinise reports and reverse relevant charges to correct cost centre, subject to approval by RSM.
Sales Administration
Address customer telephonic queries and channel complaints to the appropriate individual.
Follow up with the call centre when necessary.
Assist ASM’s with quarterly cycle meeting preparations – sourcing, receiving quotations and booking of venues, accommodation, refreshments and printing of call cycles and/or other documentation.
Responsible for ensuring all cluster lists are updated on a monthly basis and submitted together with bulk sms detail.
Record and manage incoming & outgoing free stock as per allocation.
Order Placements - stationery/bags/uplifts/seals. To ensure stationery levels are also at a level so that there are no issues when required.
Uplift Books - keep records of books distributed to the ASMs and Field Marketers.
Responsible for collating all feedback with regard to recalls, even if it means calling stores on behalf of ASM’s.
Assist with collating bulk uniform orders annually.
Assisting RSM’s with travel documentation when needed
Processing of relevant workflows – Customer, New Vendor, Expense Claims, New Staff, Leave and Capex workflows.
Ensuring that call cycles are updated on the correct Excel template and that hours match the position hours.
Maintaining VTM Assets and Related Administration
Assist in maintaining control registers of all the physical assets utilised by VTM including vehicles, cellular telephones, computers, laptops, tablets and 3G.
Assist in maintaining registers pertaining to vehicles, which includes registers of vehicles assigned to employees, petrol cards, vehicle licences, drivers’ licences and ID’s.
Assist with Capex requests and ensuring that relevant workflows are processed.
HR Administration and Support
Sorting & distributing payslips to all ASMs for their respective staff.
Assisting with IOD documentation when necessary and reporting injuries to the SHEQ department.
Travel Administration
Ensuring correct procedure is followed and that travel requests are received at least a week prior to travelling.
Submitting of travel request to Travel Dynamix for costing purposes.
Ensuring Line Manager Approval for travel and related costs.
Completion of costs on travel request documentation.
Capturing of travel dates and costs in SAP.
Minimum Requirements
Matric
A secretarial diploma or office administration diploma would be an advantage
2 years' administrative experience
