Sales Admin
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| Job Type | Permanent Full Time |
| Location | Wembley, Middlesex |
| Area | Middlesex, England |
| Sector | Commercial - Admin |
| Salary | Up to £21000 per annum |
| Start Date | ASAP |
| Job Ref | DW032018SA_1521485378 |
- Description
- Job Title:Sales Administrator
Grade:Cat 2
Reporting to:Sales Office Manager
Role
You will be reporting to the Sales Office Manager to enable the smooth flow of 'supply only' sales through this section whilst taking responsibility for the quality and accuracy of the work in your care.
In your role you will receive enquiries for the company's products and services via email, telephone and face-to-face ('over-the-counter') requests from a variety of customer types split between private consumers (B2C) and businesses (B2B) sometimes having to handle difficult discussions. As such your role will require you to have excellent interpersonal and computing skills in Microsoft Word, Excel and Outlook whilst specific operating software such as Glass Office will be taught through internal training. Additionally it is a prerequisite of this role that you will have a clear understanding of Metric and Imperial measurements and basic mathematics.
As Sales Administrator you will be required to produce estimates for both glass and fittings, and therefore you will require a thorough technical knowledge of glass products and fittings available within the industry and the processes involved in their production. You will be expected to understand and interpret drawings and details provided and interrogate them for accuracy or error, raising concerns appropriately. You will be expected to follow up on your estimates and enter feedback into Glass Office.
The company operates an approved procedure for managing enquiries and orders through to conclusion and invoicing and this should be followed precisely. This includes: the manner in which you deal with enquiries, the time they should take to produce and the details you should obtain when quoting. Periodically it is feasible that some enquiries may come into your department that require a supply and fit (installation) service. You are not required to handle these and should instead follow the approved procedure for managing these enquiries smoothly and efficiently. Any delays in quoting must be raised with your line manager to escalate the matter further.
Orders can be received directly from the customer following receipt of the quotation, or if no response is received, you are expected to follow-up on all quotes produced by yourself within seven days. On receipt of an order the details are to be checked against the initial quote and dealt with in the manner set out in the approved procedures, sending the latest and most relevant T&C's and agreeing the payment schedule specified at the time of quoting. Lead times for delivery should be obtained from the Factory Manager.
Collect and store any payments safely and securely. Final balance payments can only be made by cash or the use of personal and business credit or debit cards. The company's driver will also telephone you asking for you to complete final credit card payments in line with his duties. Under no circumstances should any goods be provided to a customer unless paid in full and on no account should you accept a cheque as final payment in exchange for goods.
The company may from time-to-time be required to provide a customer with products through a courier service, again from an approved list of suppliers. In these situations you are required to provide a pick and pack service and follow the company's processes, payment schedule and operating terms without error.
It will often be necessary to supply a customer with items which are bought-in specifically to meet their needs. With regard to the obtaining costs for outsourced items, you are expected to contact only those suppliers approved by the Operations Director and periodically help with the receipt of fittings products ordered by the Operations Director as Goods-In. In this situation immediately check the goods against the Purchase Order raised previously by the Operations Director highlighting any concerns about the quality or quantity of the supplied items to the Operations Director If completely satisfied book the Goods onto the system.
At set times a stock check of fittings products are to be carried out on a regular basis to ensure the items are correct in quantity and their location. The Sales Office Manager is to be informed of items that may need ordering for stock and also for special orders.
You will be expected to keep a Daily Cash Spreadsheet for Sundry Sales which is to be collated accurately at either the start of the following day's transactions or at the end of the business day in question. This should be tallied precisely before sending into the company's accounts department.
You will be provided with a Company uniform (3 polo shirts + 1 fleece). You will be expected to keep this clean and tidy arriving at work in a clean shirt each week. This must be returned should you leave your employment otherwise charges for its replacement are likely to be made.
Accountabilities, Responsibilities and Performance Levels
*Receive initial enquiries by telephone, email, fax or face-to-face
*Follow all company policies and procedures
*Decide which department it is for and pass the enquiry on if not Supply Only. This must include basic contact details
*Raise estimates and follow them up, updating the system
*Customers are to be dealt with in a polite and pleasant manner at all times
*Serve customers on both glass and fittings enquiries
*Understand the different glass and fittings available and advise on the best products to use
*Offer advice and technical support throughout the sales cycle
*Interpret Drawings and details given ensuring they are accurate, notifying the customer of ambiguities if this is not the case
*Understand the different processes necessary to produce the required product or service
*Record on the template log any templates, and record on the property log items received from clients such as tables and frames, placing them into an agreed central location
*Ensure items are quoted correctly using the estimating software Glass Office
*Ensure deadlines are met
*Provide customers with accurate correspondence that in addition to any quotes also includes Payment Schedules, appropriate Terms and Conditions and other materials to facilitate an efficient relationship
*Obtain purchase orders from customers where applicable to do so and payments as specified in-line with the Company's schedules
*Liaise with clients regarding any details that are unclear
*Re-quote jobs where the details have changed from the original
*Source prices for outsourced items in-line with instructions from the Operations Director
*Periodically support the Operations Director receiving bought-in fittings, checking them against orders and delivery note, raising GRN's and informing the Operations Director of any Discrepancies
*Ensure goods are placed in the correct stock location
*Pick and Pack items from the stock area for despatch
*Carry out stock checks when required to do so
*Advise the Operations Director of items that need to be ordered for stock or special orders on glass and fittings
*Keep a daily Cash Spreadsheet for Sundry Sales
*Take all necessary care with the company uniform provided to you
*You will be required to read the companies Health and Safety Manual on commencement of your duties and you will be expected to adhere to them in all cases, using personal discretion to maintain your own safety and the safety of others at all times
Breaches of Health and Safety will be taken extremely seriously by the Board of Directors
*You must comply with the latest set of 'Office Rules' (last issued Jan 2015)
*Be prepared to carry out other duties as required
*Hours will be as set in the contract of employment with additional hours if required from time to time to manage workload.
Organisational Alignment
*Reports to the Sales Office Manager
*Foster close, co-operative relationships with management and other senior executives to ensure the company is continually striving to improve its perception in the market place
Hours of Work
8.00am to 5.00pm Monday to Friday
