Job Description

Job Summary SALES and ADMINISTRATOR / RECEPTIONIST

Purpose of the Role:
Provide administrative support to the Sales Team to increase the efficiency & productivity of the department
Manage the front desk daily, welcome guests positively and execute a variety of administrative tasks to the highest standards

Skill and Knowledge Requirements:

• Minimum 3 years work experience as a Receptionist, Front Office Representative or similar role
• Flexible packaging experience an advantage
• Solid experience in MS Office (particularly MS Excel)
• Syspro experience an advantage
• Proven ability to juggle multiple tasks at a time, while maintaining a sharp attention to detail
• Good time-management skills with the ability to prioritise tasks
• Ability to be resourceful & proactive when issues arise
• Comprehensive administration
• Excellent organisational skills
• Positive attitude
• Professional, warm, and friendly disposition always
• Approachable
• Good listening skills & presentation skills
• Strong verbal & written communication skills
• Ability to work independently with minimum supervision & have a high degree of reliability
• Positive team player willing to work beyond office hours to help others to reduce workloads to achieve company goals

Duties and Responsibilities

• Update & maintain leads on Syspro
• Generate Proforma Invoices
• Generate Woolworths Datasheets
• Generate Price Lists
• Update & maintain Sales Turnover Trend, send to relevant Account Managers
• Update & maintain New Business Trend, send to relevant Account Managers
• Organise the sample room
• Save & organise documents on the server
• Generate & manage customer surveys
• Assist with planning exhibitions or functions
• Assist with changes to the website
• Assist with product photos
• Greet & welcome guests as soon as they arrive at the office
• Co-ordinate meeting rooms
• Direct visitors to the appropriate person & office, ensure visitors complete relevant paperwork
• Maintain Visitor File
• Offer guests refreshments & make refreshments
• Assist with actioning Checklist for Customer Visits
• Answer, screen & forward incoming phone calls
• Receive & pass on accurate messages when appropriate person is not available
• Receive, sort and distribute incoming parcels
• Update & maintain the Dispatch Spreadsheet, receive request from staff, forward details to courier, get courier quote approved by Management & complete waybill
• Ensure reception area is tidy & presentable
• Arrange travel & accommodation
• Photocopying, scanning, laminating, binding, shredding, filing & other general administration
• Update & distribute latest company telephone list
• Prepare Weekly Sales Report
• Comply with BRC requirements

KPIxe2x80x99s:

• Contact Management
• Woolworths Datasheets
• Proformas
• Travel & Accommodation
• Price Lists
• Dispatch Spreadsheet

Reports Supplied

• Customer Base xe2x80x93 Excel report which can be refreshed as required
• Leads Database Report xe2x80x93 Excel report which can be refreshed as required
• Custom Form Stock code Info Report - Excel report which can be refreshed as required
• Sales Turnover Trend xe2x80x93 Excel report which can be refreshed as required
• New Business Trend - Excel report which can be refreshed as required
• New Stock code xe2x80x93 automated, sent adhoc

Documents Expected to Complete

• Dispatch Spreadsheet xe2x80x93 daily
• Waybills xe2x80x93 daily
• Proforma Invoices xe2x80x93 daily
• Weekly Sales Report xe2x80x93 weekly
• Sales Turnover Trend xe2x80x93 every 2nd week
• New Business Trend xe2x80x93 every 2nd week
• Woolworths Datasheets - adhoc
• Price Lists - adhoc
• Action Lists for exhibitions & functions - adhoc
• Presentation Welcome xe2x80x93 adhoc
• Reversed Parking xe2x80x93 adhoc
• Weblink for car hire xe2x80x93 adhoc
• Outlook meeting requests xe2x80x93 adhoc
• Telephone List xe2x80x93 monthly

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