A BItumen trading company is looking for a Sales Administrative Assistant to assist the Sales Manager:
- A person around 30’s, with at least 5 years working experience, male or female;
- It is important to note that the candidate has to speak French and English as most of the sales will be coordinated in the Western part of Africa;
- Regarding package we are looking at a salary range between AED 11-15K depending on the profile, plus below benefits:
Yearly Bonus: up to 1 month basic salary.
Medical : under group health insurance scheme.
Flight ticket: one ticket per year, round trip in economy to home country.
Company phone and sim card
Administrative assistant who supports sales teams, being the contact person for the Sales department, answering calls, letters and email messages, maintaining Sales department records and diaries that track sales business and customer’s activities, coordinating orders, product delivery and billing in association with Logistic and Finance team.
1. Prepare, coordinate and manage customer quotes, communication and contracts. Respond to request for quotation by preparing and generating quotations with the Sales team and proactively making follow up calls regarding status of pending projects with customer’s purchase team. Contact clients to obtain missing information or answer to queries.
2. Maintain quotation database in the information system, with accurate pricing and configurations to ensure consistent and timely monitoring of customer projects. Support the preparation of all other commercial presentations and proposals to existing customers or.
Prospective clients and authorities through data collecting and analyzing.
3. Ensure existing contracts or customer agreements are updated and administered and administer, maintain and report customer inventory agreements.
4. Process orders with the collaboration of the local entities and Logistic department, cross check data accuracy in orders through the information system.
5. Follow up credit and payment records for all active customers. According records approve or get approval or derogation from Sales management for the approval of product loading in accordance with internal procedure. Communicate with clients about loading and/or delivery status.
6. Lead and plan the billing operations according BL records to customers in coordination with the Account department, check invoice data and send invoices to clients enforcing internal procedures and policies. Cash customer dues with support of Sales executives and prevent and/or report customer overdue or credit limit matter. Prepare end of month closing of billing.
7. Prepare payment matching from customer’s accounts and monthly account’s keeping for review with Sales management and liaise with customers for payment reminding in coordination with Sales executives.
8. Prepare credit note request in case of delivery deviations to the order under the responsibility of Sales management.
9. Develop relationships with customers and report commercial information to the relevant person within the Sales team.
10. Administer pricing and invoicing policies as determined by Sales executives and general procedures of the company.
Job Duties and Responsibilities: Internal Support Services and others.
1. Participate during quotation process to the appraisal and cost review of haulage companies for the transportation of products to client’s sites with local staff in charge.
2. Liaise, coordinate and manage with the Logistic department the delivery of products from the company terminals or product sources, via the different logistic options mainly containers, to the customer sites. Coordinate the contacts and negotiation/discussions with freight forwarders for product deliveries crossing borders.
3. Complete and keep records of products and company assets inventory in customer’s sites for regular review with Sales department.
4. Coordinate internally with Sales, Operations and Technical experts to reach compliance with market and contract requirements about product documentation (CoQ, TDS, MSDS, …) and industrial standards.
5. Work in close coordination with internal Sales, Technical and Legal teams to evaluate, solve problems and answer to customer requests, questions and complains in a calm and friendly manner. Responsible for handling escalated phone calls or messages, formal and informal complaints and other situations that may damage customer relationship.
6. Monitor and control logistic chain to ensure timely deliveries as per contract terms.
7. Analyse Sales data and generate Sales reports for the Sales team used for control and decision making and ensure awareness of Sales management about target gaps or any deviation.
8. Support preparation of meetings, trade shows and Sales promotional events as required by Sales management.
9. Check market promotion medias and support the maintenance of social media and company website with the Sales team. Get up-dated of new products and features from the company and competition.