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 :