About The Role

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