Sales Administrator

Reports to: Sales Office Manager

Location: Office based role, TN22 2DU

Job description 

A core function of this role is handling orders but duties will be wide range and dictated by the needs of the business.

This role involves interfacing with customers and VEGA staff using phone and email on daily basis and therefore good interpersonal skills are required. A helpful and profession attitude is essential to develop positive business relationships with customers and colleagues. 

Main duties

• To process sales orders and purchase orders on the computer system.
• To maintain and review sales orders, acknowledgements, deliveries and tracking information on the computer system and provide them to customers
• To generate and provide order acknowledgements.
• To maintain daily telephone contact with staff, customers and suppliers to ensure accurate information is obtained for orders and record in to a database.
• Updating customers on progress of orders, shipping or delivery changes. Communicating with VEGA factory in Germany and the international or local carriers.
• Liaising with the UK warehouse to maintain the emergency stock. Placing orders for inventory.
• Creating documentation related to orders (e.g.: delivery notes, commercial invoices, pro forma invoices, invoices). .
• Liaising with the Finance department to check payment terms, general credit checks, and outstanding balances.
• General data input to the computer system: initiate projects, adding companies and contacts, complete tasks list
• Managing and maintaining company correspondence on company computers system according to the company procedures
• Preparing documentation for customers in accordance to the company procedure and sending them electronically when required
• Following good working practices and company operating procedures
• General office duties as required.
• Assisting other department within the business as directed by management

Key responsibilities

• Written and verbal communication with customers, colleagues and other VEGA offices.
• Entering of sales and purchase orders onto computer system.
• Handling incoming calls for resolution or distribution

Key Requirements

• Good understanding of the whole sales process
• Computer literate, good knowledge of MS office package
• Strong verbal and written communication skills across all levels.
• Excellent attention to detail
• Ability to perform calmly and accurately whilst under pressure
• Capable of reading technical correspondence and advising customers using technical terms
• Well-motivated and able to work independently and as a as part of a sales team.
• Competent organisation skills

Quality

To be able to work within the requirements of BS EN ISO 9001:2008