Sales Administrative Assistant

ROOF SYSTEMS LIMITED

JOB DESCRIPTION

POSITION TITLE: Sales/Admin Assistant - Tobago Branch

DEPARTMENT: Sales & Marketing Department

REPORTS TO: Product Sales Manager

ROLE:  The incumbent will be responsible for the day to day operations of the Sales Office. He/she will be responsible for Quoting, following up on potential retail sales and servicing any orders placed and customer service. The incumbent shall also carry out in house support for any Contract/ Maintenance service projects carried out by the branch directly, including material ordering and purchasing, petty cash and sub contractor orders and payments and Customer invoicing.

WORK CONTEXT: Most work activity occurring indoors in a controlled environment, with structured work tasks and projects. Highest importance for attention to detail, accuracy and speediness. The work may involve manual lifting of small inventory items such as accessories, fasteners and windows.

KEY DUTIES AND RESPONSIBILITIES:

1. Maintain the Show Room and ensure that it is well equipped for business
2. Prepare and review all documents such as contracts, quotations, invoices and production orders for accuracy and completeness in relation to the Company’s policies and procedures.
3. Process all working documentation for example, subcontractor payment form, valuation, HSE forms, progress reports etc. to effectively run and complete jobs as required.
4. Continuously compare contract documents to dollar amounts entered into the accounting system and resolve any deviation.
5. Liaise with production, suppliers, vendors and field personnel to ensure all materials and supplies are delivered to job sites as scheduled.
6. Update customers and Supervisors on orders placed by liaison with the necessary personnel/department such as production, transport, company contractors and/or in house staff.
7. Attend to inbound calls from customers; assist walk in customers daily.
8. Create sales by assisting customers, contractors, builders and/or home owners with product selection, suggesting complimentary merchandize, encouraging add on sales, generating transfers, offering volume discounts with management approval and producing special orders.
9. Provide after sales services, such as addressing customer complaints and concerns about products and services, warranty information, mill certificates, refund processing etc.
10. Order and maintain sufficient office supplies and branch inventory items.
11. Receiving of Stock items from the Factory and maintaining proper storage and records.
12. Organise and prepare billing documents, ensuring that all contract activities are billed and no activity is left unbilled.
13. Maintain and upkeep office equipment and furniture by following through with maintenance agreements and contracts; organise repairs and upgrades when necessary.
14. Maintain an up-to-date filing system with all documents in relation to your duties.
15. Perform all other related duties as assigned by the Manager.

TECHNICAL COMPETENCIES

• Clerical — Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, designing forms, and other office procedures and terminology.
• Sales and Marketing — Knowledge of principles and methods for showing, promoting, and selling products or services. This includes marketing strategy and tactics, product demonstration, sales techniques, and sales control systems.
• Computers and Electronics — Knowledge of computer hardware and software, including accounting applications.
• Organizing, Planning, and Prioritizing Work — Developing specific goals and plans to prioritize, organize, and accomplish your work.
• Project Management. Basic understanding of the principles of Project management

BEHAVIORAL COMPETENCIES

• Customer and Personal Service — Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.
• Judgment and Decision Making — Ability to consider the relative costs and benefits of potential actions to choose the most appropriate one.
• Complex Problem Solving — Identify complex problems and reviewing related information to develop and evaluate options and implement solutions.
• Time Management — Manage one's own time and the time of others to complete all tasks up to performance standards and within the required time frame.
• Active Listening — Able to give full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.
• Team Orientation- Able to work with others to provide high quality service; willing to provide support to other team members who for whatever reason may be unable to fulfil their duties.
• Independence — Job requires developing one's own ways of doing things, guiding oneself with little or no supervision, and depending on oneself to get things done.
• Oral & Written Expression — Ability to communicate information and ideas in speaking & writing so others will understand.

QUALIFICATIONS AND EXPERIENCE

• Five (5) CXC O’ levels including Maths and English.
• 3-5 years Sales experience, Preferably in Roofing or the Construction Industry.
• Computer literacy with practical experience in Microsoft Office products