Sales Coordinator

**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 **Job Posting End Date:** **Target Hire Date****:** 2026-11-01 **Target End Date**: