Sales & Service Coordinator (Temp)

Purpose of the Role

Effective and timeous coordination of new, used and rental machine sales across BHBW’s entire product range. Assist area sales managers and Asset Manager in the daily success of all sales administrative functions.

Key Performance Areas

• Update customer information
• Create purchase orders on SAP for Transport
• Arrange unit transport to and from customers
• Compile monthly deliveries with Area Sales Managers
• Effective customer liaison
• Keep detailed filing on all machine deals, including quote, order, checklists, warranty docs etc.
• Provide administrative support to the relevant managers.
• Ensure monthly invoicing is done timeously
• Verification of sales quotations and all relevant paperwork
• Compile FICA/KYC documents obtained by Area Sales Managers for submission to financier
• Communicate error in packs and do follow ups on all missing paperwork
• To follow up with Area Sales Managers on documents required to complete packs
• Generate quotations and proposals timeously
• Check order packs upon receipt
• Take order packs to the bank for signoff
• Complete GRV’s
• Send order numbers to relevant suppliers for OCS’s created (e.g. Transport)
• Get order packs signed off by General Manager Sales and Asset Optimisation
• Ensure that logistics receives packs in time for the building of machines
• Submit completed packs to contracts for activation
• Request delivery paperwork from transporter
• Prepare handover files for delivery of equipment
• Draw up trade in letters for the Area Sales Managers
• Keep tangible tracking of the Sales order pack from the stage of inception until final activation
• Provide daily feedback to General Manager Sales and Asset Optimisation on status of orders
• Respond to supplier and customer queries timeously and send to Head Office timeously
• Keep track of individual order intake of Area Sales Managers
• General assets/IT equipment verifications
• IT/tool/General assets acquisitions/disposals
• Oversee the LTR disposal process
• All travel booking for Cape Regions and processing of orders
• Organise communication meetings
• Ensure that all orders reflect correctly on the WOR
• Check and cross check the Schedule 1 against all costing sheets and quotations
  
• Keep abreast of pending orders
• Update General Manager Sales and Asset Optimisation regarding queries and pending orders
• Attend to all facilities issues for the Cape Town branch
• Space management and allocation for the Cape Town branch
• Maintain a safe working environment (according to safety policy and procedures)
• Respond to internal and external customer with STR requests
• Generation of quotes on SAP for emailing to customers
• Follow-up on quotes
• Maintain daily schedule
• Prepare documentation for disposals, acquisitions, inter-regional transfers of units for the National Asset Optimisation Manager
• Invoicing and crediting (authorised as per to authorisation matrix)
• Follow-up all payments
• Compile reports for review and action by Manager (Lost Sales, Utilisation)
• Responsible for keeping up to date and accurate record of STR and Used units on the SAP
• Used/STR Stock Counts and Recons
• Responsible for accurate filling of departments documents
• Work closely with the other team members in the department
• Compile WIP report for Manager to action accordingly
• Organise transport, gas and diesel
• Open work order and order parts
• Close work order on job completion
• Responsible for billing of STR contracts on daily basis
• Achieve individual Balanced Scorecard and KPIs
• Effective self-management and performance ownership
• Adherence to any reasonable instruction

Qualification, Experience and Competencies

 Minimum Qualification

• Grade 12

Minimum Experience

• 3 years administration experience and understanding of BHBW’s operating division and products
• Prior experience in a Sales environment

Competencies

• Problem solving
• Learning agility
• Attention to detail
• Good people skills
• Ability to interact with customers
• Ability to work in a team environment
  
• Computer literate
• Knowledge of SAP would be advantageous
  
• Good phone etiquette
• Professional demeanour
• Ability to be pro-active
• Good communication skills
• Self-motivated
• Self-Control
• Works well under pressure
• Deadline driven