Somerset West: Administrator

A recent professional profile photo is to accompany your application EMPLOYMENT TYPE : Permanent SECTOR : Administration BASIC SALARY : Market related START DATE : A.S.A.P / Immediate REQUIREMENTS: Matric. Drivers license and own transport. 25 years experience in sales administration, customer service, or commercial support role. High level of accuracy when handling pricing, order information, and reports. Highly organized with strong office-management capability. Dependable team player with a strong work ethic and service mindset. Proficient in Microsoft Office Suite. Experience with Sage Evolution. DUTIES: Generate CAPEX Quotations: Generate CAPEX quotations based on floor plans and cabinet requirements, confirming sizes, specifications, and quantities. Check past sales history of stores and database delivery notes when preparing quotations. Generate quotations for replacement units. Use Sage Evolution to create quotations. Calculate and generate installation and transport costs using Excel, referring to sub-contractors list for installations. Request quotations from external courier/transport companies when needed. Submit draft quotations to the Head of Department (HOD) for review, revise as instructed, and resubmit. Update the Excel stock planning sheet after submitting quotations to customers, monitor stock levels, and flag any issues. Obtain authorization to generate variance quotations. Maintain hard copy quotation packs for specific customers. Keep the quotation tracking system updated. Administer and Capture Orders Received: Save all received CAPEX orders and associated quotations in digital files. Print CAPEX orders and add them to hard copy packs if hard copy quotations exist. Verify CAPEX orders against submitted quotations and report any discrepancies. Convert quotations to orders using Sage Evolution. Update and maintain the Excel stock planning sheet. Keep all relevant Excel sheets updated, including weekly orders/quotes, contact lists for Womens Day, and Customer Regional Managers lists. Reconcile Transport Quotations: Assist the Finance department by reconciling quoted transport costs with actual transport invoices. Identify and report any discrepancies, investigating the reasons behind them. Liaise with the Finance department regarding part loads that may cause differences. Incoming Cabinet Logistics & Maintaining Documentation: Assist with all incoming shipping documentation for sea freight and air freight. Update the Stock Planning Excel sheet. Reconcile supplier invoices and packing lists, update relevant Excel sheets, and collate packs for Henda and Rudi. General Administrative Support: Compile necessary Excel spreadsheets for Directors and the Managing Director upon request. Reconcile and report stationery and grocery needs to HR. Perform shopping runs for office necessities, company owners requirements, and PostNet, if needed. Handle ongoing filing and archiving tasks. Occasionally assist with catering preparation for VIPs. Perform other ad-hoc duties as required. HOURS: Monday to Friday: 08:00 17:00