Job Description

Overall Responsibility:

The Sales Operations Administrator supports the Sales Operations Coordinator by ensuring the smooth execution of day-to-day tasks related to Customer Master Data Management, Rep Force Management, and Fleet Management. In CMD Management, the administrator assists with the accurate and timely updating of customer records and helps maintain data integrity in line with company policies. They provide backend support for the Rep Force system, including updating user data, troubleshooting system issues, and assisting with training materials to ensure the sales team maximizes the platform's efficiency. For Fleet Management, the administrator supports the coordinator by preparing reports and handling administrative tasks to facilitate informed decision-making. By focusing on these core areas, the Sales Operations Administrator enables the coordinator to concentrate on higher-level strategic initiatives. Their proactive approach and attention to detail ensure that processes run efficiently, supporting the overall productivity and success of the sales operations team.

Focus Area 1

Customer Master Data Management


Data Accuracy and Integrity - Support the Sales Operations Coordinator to ensure the customer master data is complete, accurate, and consistently maintained across all systems. Regularly validating and updating customer records to minimize discrepancies Customer Data Maintenance - Support the Sales Operations Coordinator in creating, updating, and deactivating customer accounts as required. Managing changes to customer information such as addresses, contact details, and account attributes System Management - Support the Sales Operations Coordinator in maintaining customer data in ERP systems like Acumatica & SYSPRO Training and Support - Support the Sale Operations Coordinator with training relevant teams on data management protocols and system usage. Providing support for issues related to customer master data Project Participation - Support the Sales Operations Coordinator with initiatives like system migrations, upgrades, or process automation related to customer data Audit and Documentation -Support the Sales Coordinator in preparing documentation for data management processes. Supporting internal or external audits by providing accurate data and records

Focus Area 2

Rep Force Management


Customer Relationship Management - Managing customer profiles, including contact details, account history, and preferences. Enabling real-time updates to customer records to ensure accurate and current information Sales Planning and Execution - Supporting sales reps with tools for route planning, scheduling, and visit tracking sales targets, and performance metrics. Facilitating in-store execution, including stock checks, order placements, and promotional activity verification Order and Inventory Management - Allowing sales reps to place and manage customer orders during store visits Task and Workflow Automation - Automating routine tasks such as follow-ups, data entry, and reporting. Assigning and tracking tasks to ensure timely completion and accountability Promotional and Trade Marketing Support - Managing promotional activities, including tracking execution, capturing evidence and Allowing field teams to record photos and notes to document promotional implementation Communication and Collaboration - Enabling seamless communication between field teams and management through in-app messaging or notifications. Providing shared access to resources like training materials, product catalogs, and marketing assets Geolocation and Visit Tracking - Using GPS technology to optimize route planning and ensure visits are completed efficiently. Verifying visit locations and durations for accurate reporting Integration with ERP Systems - Syncing with ERP, CRM, and other enterprise software for seamless data flow and reporting. Supporting multi-platform use to align field data with organizational objectives Performance Monitoring and KPIs - Tracking individual and team performance metrics, such as sales volume, visit frequency, and task completion rates. Providing visualized KPIs to motivate field teams and align with company goals

Focus Area 3

SHP Fleet Management


Fleet Management - Support the Sales Operations Coordinator overseeing the operation and maintenance of company vehicles. Ensuring vehicles are available, functional, and utilized efficiently. Managing vehicle registration, and compliance with local regulations Vehicle Maintenance and Repairs - Support the Sales Operations Coordinator with scheduling routine maintenance to prevent breakdowns. Coordinating repairs and ensuring vehicles are returned to service promptly. Maintaining a record of service histories for each vehicle Route Optimization - Support the Sales Operations Coordinator with planning efficient routes to minimize fuel consumption and wear and tear. Using GPS and Fleet Science software to track vehicles and improve routing Driver Management -Support the Sales Operations Coordinator with assigning vehicles to drivers and maintaining a log of assignments. Ensuring drivers are trained and adhere to company policies and regulations. Monitoring driver performance, including adherence to safety protocols Compliance and Legal Requirements - Support the Sales Operations Coordinator with ensuring vehicles meet all regulatory and safety requirements. Keeping licenses up to date. Preparing for and responding to inspections or audits Fleet Safety and Risk Management - Support the Sales Operation Coordinator with promoting safe driving practices and conducting regular safety training. Support the Sales Operations Coordination managing insurance claims related to vehicle damage or accidents Technology and Reporting - Support the Sales Operations Coordinator in using fleet management software to monitor and analyse vehicle performance. Generating reports on key metrics such as mileage, fuel efficiency, and In & Out of Spec driving. Implementing telematics solutions for real-time fleet tracking and data analysis Procurement and Disposal - Support the Sales Operations Coordinator in the acquisition of new vehicles to meet operational needs. Managing the decommissioning and disposal of end of contract vehicles

Requirements of the Role

Diploma/bachelor's degree in business administration Strong administrative skills Good understanding of Microsoft Office - Excel ERP & CRM system management experience

Preferred Skills/Competencies

Exceptional communication and interpersonal skills Creative thinker with sound analytical and critical problem-solving skills Able to work on your own, unsupervised Willing to be challenged and work well within a team Strong organisational and time management skills and the ability to stick to deadlines Strong ability to multitask and prioritise Ensuring that administration of work is kept accurate and updated at all times Assist company managers with solutions that assist in the completion of their duties and responsibilities




NB: Specific duties/responsibilities will vary from time to time: the above list is intended to indicate the general nature of the post and is not exhaustive. The post holder will be expected to be flexible in supporting the business by undertaking any other responsibilities which are aligned with this job level.