Job Description

Job Summary
Our Client, a prominent market leader in the Automotive / Component Manufacturing Industry is seeking to employ a Marketing and Administration Coordinator to their team based in Elandsfontein (East Rand), Johannesburg.
Requirements:

• Diploma in Business Administration, Bookkeeping, or a related field (NQF Level 6).
• Advantage: Bachelor's degree in business administration, Sales, or Marketing (NQF Level 7).
• At least 5 years' experience in Retail Sales or Marketing.
• A minimum of 3 years of this experience must be at a supervisory level.
• Proficiency in Microsoft Office Suite and other relevant industry-specific software.
• Knowledge of relevant business processes, including sales, marketing, and administrative operations.
• Strong understanding of business administration policies and procedures.

Responsibilities, but not limited to:
BUSINESS ADMINISTRATION (15%)

• Contributes to the development and recommendation of strategic plans and reviews to achieve business objectives and support daily operations.
• Identifies current and future customer requirements by building strong relationships with potential and existing customers and other key individuals.
• Ensures the availability of merchandise and services by effectively maintaining inventory levels.
• Formulates pricing policies by reviewing merchandising activities, determining necessary sales promotions, authorizing clearance sales, and analysing market trends.
• Markets merchandise by reviewing advertising, sales promotion, and display plans, and analysing financial statements for profitability.
• Determines changes in marketing strategy by reviewing operating and financial performance reports.
• Ensures a safe and clean environment for both employees and customers.
• Maintains business stability and reputation by ensuring compliance with all legal requirements.
• Schedules meetings, books calendar appointments, and keeps minutes of meetings as required.
• Compiles daily, weekly, and monthly reports for management use.
• Performs administrative duties to ensure compliance with internal policies and procedures.
• Ensures all supplier quotes are approved prior to processing.
• Verifies that all vendor documentation is accurate and approved for system upload.
• Ensures debtor credit applications are approved and correctly loaded into the system.
• Implements and monitors administrative processes to ensure accurate record keeping.
• Plans and coordinates administrative procedures and systems to ensure efficient workflows.
• Ensures that accurate business information is readily available to support other operations.
• Stays informed of all organizational changes and business developments.
• Provides input into strategic and operational plans to support business objectives.
• Ensures that Service Level Agreement (SLA) requirements are consistently met.
• Aligns merchandise availability with customer contracts and expectations.
• Measures customer satisfaction levels.
• Ensures that contracts are in place, approved, and stored appropriately.
• Successfully implements pricing policies.
• Conducts trend analyses and applies insights to improve business performance.
• Develops and implements marketing and promotional plans.
• Supports the achievement of profitability targets.
• Aligns marketing strategies with financial objectives.
• Maintains systems for record keeping, document control, and tracking.
• Ensures accurate data and information are available for operational use.
• Manages organizational change control to onboard employees during business changes.

CUSTOMER/SUPPLIER SERVICE MANAGEMENT (15%)

• Builds and maintains effective working relationships with internal and external customers to ensure high-quality service delivery.
• Provides regular updates to management regarding internal stakeholder issues.
• Identifies and resolves problems creatively while demonstrating a high level of integrity.
• Represents the organization in meetings with relevant stakeholders.
• Delivers exceptional customer service by offering proactive and innovative solutions.
• Monitors stakeholder and customer satisfaction levels.
• Ensures compliance with all relevant legislation and regulations.
• Resolves issues in a timely manner, minimizing the occurrence of comebacks.
• Meets all SLA requirements.
• Enhances client, customer, and employee satisfaction.
• Ensures minimal discrepancies and comebacks in service delivery.
• Presents and implements innovative customer service solutions to meet evolving needs.

COMPLIANCE (10%)

• Operates within established controls and procedures to maintain organizational integrity.
• Identifies and monitors departmental risks and areas of concern.
• Maintains a risk register and reports any discrepancies or issues to management.
• Ensures compliance with all applicable regulations and policies to avoid wasteful or irregular expenditure.
• Provides a safe work environment by enforcing health, safety, and environmental policies.
• Fosters a culture of safety by ensuring all team members understand and adhere to procedures.
• Maintains documentation and records to support compliance requirements.
• Monitors costs and expenditures to prevent waste.
• Complies with all health and safety, legal, and regulatory standards, including ISO.

COST AND FINANCIAL CONTROL (15%)

• Adheres to financial processes and procedures at all times.
• Reviews and approves purchase orders and reconciles purchase orders with supplier invoices.
• Reconciles accounts, including creditors and debtors.
• Ensures timely payment of all invoices issued.
• Submits reconciliations and documentation, including petty cash and wage records, to the relevant department manager.
• Contributes to the annual budgeting process.
• Promotes the efficient and transparent use of financial and other resources.
• Monitors expenditure against budget and reports deviations to the department manager.
• Identifies opportunities to reduce costs and control spending.
• Loads payments, transfers, and beneficiaries into the accounting system.
• Maintains the fixed asset register for all locations.
• Processes bank transactions, petty cash entries, and journal entries for manager approval.
• Creates purchase requisitions within the accounting system.
• Approves goods received vouchers (GRVs) in line with purchase requisitions.
• Ensures all payments are aligned with supplier invoices and approved orders.
• Keeps accounts payable and receivable accurate and reconciled to supplier statements.
• Provides input into budgeting and ensures effective implementation.
• Develops and implements cost-saving measures.
• Prevents waste and minimizes unnecessary expenditure.

STAFF SUPERVISION (5%)

• Ensures all employee contracts and agreements are signed and securely filed.
• Ensures all employees have signed performance agreements.
• Works with the department manager to set performance objectives and development plans for staff.
• Ensures employee training and development documentation is updated.
• Addresses employee relations issues promptly and fairly.
• Approves timesheets for payment processing.
• Maintains an up-to-date organogram.
• Assists the department manager with administrative responsibilities.
• Ensures adherence to HR policies.
• Monitors and supports employee performance objectives.
• Tracks feedback from employees to support continuous improvement.
• Maintains training records for all employees.

SALES AND MARKETING ADMINISTRATION (25%)

• Provides administrative support to the marketing team, including creating purchase requisitions, processing service acceptances, preparing sales and monthly reports, and tracking sales data.
• Assists in presenting figures and targets at monthly sales reviews.
• Conducts quality checks on all documentation for grammar, spelling, and layout accuracy.
• Supports the sales team by collecting, reviewing, maintaining, and updating all relevant information and documentation.
• Procures and distributes all point-of-sale (POS) materials across the customer base.
• Assists in preparing briefs for both internal and external stakeholders.
• Manages travel bookings for flights, accommodation, and entertainment using the online booking system.
• Plans and executes national sales trips and participates in trade shows, conferences, and factory visits as needed.
• Sends commercial bulletins, letters, and newsletters through appropriate communication channels.
• Assists in the onboarding process for new retail outlets.
• Provides timely support to the marketing and sales teams, minimizing delays and comebacks.
• Ensures all reports are completed accurately and made available to relevant stakeholders.
• Implements documentation tracking systems.
• Completes travel arrangements efficiently with itineraries readily available.
• Attends events and reports key outcomes to management.

PUBLIC RELATIONS (15%)

• Distributes internal and external communications to support public relations objectives.
• Develops and sends communications to strategic customers.
• Procures and manages promotional items and novelties for local promotions.
• Conducts client liaison through face-to-face meetings, phone calls, and written communication.
• Ensures the organization's website, customer portals, social media platforms, and online listings are maintained and regularly updated.
• Allocates sales leads to relevant customers or sales representatives.
• Develops marketing agendas specifically for social media content.
• Coordinates and manages business events.
• Ensures communication is professional and consistent across all platforms.
• Tracks and improves customer satisfaction.
• Minimizes comebacks and miscommunications.
• Maintains a strong digital presence through regular updates and content curation.
• Prepares and implements marketing agendas.

Please note that should you not receive a response within 2 weeks of applying, you may consider your application unsuccessful.
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