Primary duties and responsibilities shall include, but not limited to:

Process purchase orders (PO) of equipment in SAPProcess sales order (SO) confirmation and send to customersMonitor purchase orders and keep account managers and customers informedLiaise with customers and maintain enquiry databaseCreate quotations for basic systemsCo-ordinate deliveries and selected installations and trainings with account managers and customersInitiate and administer vetting process of new customersKeep various records / reports / folders up to date and complete, for example:Anticipated SO’s and PO’s problemsCustomer enquiriesOutstanding debtor paymentsOpen orders status report, ETAMicro shop folder for all deliveries andCustomer Perfect Order (CPO) folder / reports etc.Ensure correctness of SO & POSelling and processing of consumable (deal directly with customers)Source IT hardware and software and other equipment accessories (add-ons)Tenders: familiarize yourself with tender conditions, prepare submission, collect signature, submit to customer, file, monitorEnsure correct stock holding of consumables with warehouse manager.Demo Equipment (currently recorded on SAP): Coordination of shipment of demo equipment between account manager and stores warehouseTransfer demo equipment and tracking onto an internal system.Assists with assembling / assemble microscopy (demo for customer or for academy)Provide logistics with information to compile documentation for export of goods for customs and shipping agents/ local couriers.Participate in stock counts, coordinate, prepare variance report, liaise with accounts department (half yearly)Damaged stock to be reported to manager and if appropriate generate a return material authorizing (RMA) and insurance (twice a year).Travel arrangements: for local and international travelReconcile credit cards.Understand all sales back-office operations and duties and cover during team members' absence.

The above tasks and responsibilities require general administration listed below:

Type letters, faxes, emails, reports, presentations, quotations, tenders, and other documents.Make photocopies and scan documents.Filing and general administrative work.Organize and maintain files.Complete official forms (suppliers’ questionnaires).Ensure records are complete, accurate and deadlines are met.

Education requirements / Experience / Job Specifications

Education / |Professional Certification

Grade 12, Diploma in Office Administration

Experience

5 Years Sales Administration Experience (minimum)

Knowledge / Skills / Other characteristics

Good command of the English language (written and oral)Ability to organize/prioritizeMethodical approachAttention to Detail, meticulous workAbililty to adjust to ChangeWillingness to work in a professional mannerWillingness to take on special projectsCan work under pressure and adhere to deadlinesAbility to build and maintain relationships.Ethical, helpful, friendly          Work unsupervised, shows initiative, self-motivatedcomputer software literate (Windows OS, Outlook, Teams, MS Excel, SAP, Salesforce)         Good problem-solving skillsProven track record

Key data/KPI's

Efficient Order ProcessingCustomer satisfaction / no complaintsAdherence to processes as documentedMonitor and adhere to deadlinesAccurate and complete data and filing (free of errors, efficient documents storage)Clear, effective and polite communication with colleagues and all stake holdersRecognize and communicate areas for for improvement (improvement suggestions) Complete special project to scope and on timePerform back-up functions for absent colleagues

Working conditions & Other Attributes.
Office based
 

Your ZEISS Recruiting Team:

Maite Nomthandaso Nakana, Thema Peggy Masoga