BHBW South Africa Proprietary Limited Branch Administrator

Job Description

Purpose of the Role

Perform administrative duties relating to STR, Used and LTR in support of the Asset Optimisation department. Perform related administrative tasks and process steps including record keeping, filing, and data capturing on SAP. Effective and timeous coordination of new, used and rental machine sales across BHBW’s entire product range. Also assist Area Sales Managers and Asset Manager in the daily success of all sales administrative functions.

Key Performance Areas

Respond to internal and external customer with STR requestsGeneration of quotes on SAP for emailing to customersFollow-up on quotesMaintain daily scheduleManage petty cashPrepare documentation for disposals, acquisitions, inter-regional transfers of units for the National Asset Optimisation ManagerInvoicing and crediting (authorised as per the authorisation matrix)Follow-up all paymentsCompile reports for review and action by manager (lost sales, utilisation)Responsible for keeping up to date and accurate record of STR and Used units on SAPUsed/STR Stock counts and reconsResponsible for accurate filling of departments documentsWork closely with the other team members in the departmentCompile WIP report for manager to action accordinglyOrganise transport, gas and dieselArrange couriers for inter branch parts transfersOpen work order and order partsClose work order on job completionResponsible for billing of STR contracts on daily basisUpdate customer informationCreate purchase orders on SAP for TransportArrange unit transport to and from customersCompile monthly deliveries with Area Sales ManagersEffective customer liaisonKeep detailed filing on all machine deals, including quote, order, checklists, warranty docs etc.Provide administrative support to the Sales Manager/ Asset ManagerEnsure monthly invoicing is done timeouslyVerification of sales quotations and all relevant paperworkCompile FICA/KYC documents obtained by Area Sales Managers for submission to financierCommunicate error in packs and do follow ups on all missing paperworkTo follow up with Area Sales Managers on documents required to complete packsGenerate quotations and proposals timeouslyCheck order packs upon receiptComplete GRV’sSend order numbers to relevant suppliers for OCS’s created (e.g. Transport)Get order packs signed off by Chief Sales Officer and Asset OptimisationEnsure that logistics receives packs in time for the building of machinesSubmit completed packs to contracts for activationRequest delivery paperwork from transporterPrepare handover files for delivery of equipmentDraw up trade in letters for the Area Sales ManagersKeep tangible tracking of the sales order pack from the stage of inception until final activationProvide daily feedback to Chief Sales Officer and Asset Optimisation on status of ordersRespond to supplier and customer queries timeously and send to Head Office timeouslyKeep track of individual order intake of Area Sales ManagersGeneral assets/IT equipment verificationsIT/tool/General assets acquisitions/disposalsOversee the LTR disposal processEnsure that all orders reflect correctly on the WORCheck and cross check the Schedule 1 against all costing sheets and quotationsKeep abreast of pending ordersMaintain a safe working environment (according to safety policy and procedures)Effective self-management and performance ownershipAdherence to any reasonable instruction

Qualification, Experience and Competencies
Minimum Qualification	Grade 12Post-matric qualification in admin
Minimum Experience	3-5 years’ experience in a similar roleSAP experience advantageous
Competencies	Self-starter with high level of initiative takingResults/action orientedFlexible and adaptableEffective analysis of dataAttention to detailCustomer service orientationEffective verbal and written communication skillsEffective interpersonal relationshipsComputer literate – MS Office