Internal Sales and Admin Co-ordinator: Client Services

Reporting Line

BU Manager: Client Services

Main Job Purpose

Ensuring smooth and efficient coordination of internal sales activities while also managing crucial administrative tasks vital to the Business Unit’s Operations. By overseeing pricing strategies, coordinating logistics, managing certifications, and expediting administrative processes, the coordinator enhances overall operational effectiveness. Their meticulous attention to detail, commitment to quality, and swift execution of tasks ensure that both sales and administrative functions operate synergistically, thereby contributing significantly to the success of the Client Services department.

Minimum Desired Qualifications

  • National Senior Certificate (Grade 12)
  • Four Year Degree or Diploma (In ICT)

Minimum Desired Experience

  • At least 5+ years relevant enterprise ICT (End User Devices – laptops, desktops, boardroom equipment, end user resources etc.)
  • At least 5+ years in Sales
  • At least 5+ years in Vendor / Supplier Collaboration
  • At least 5+ years in responding to tenders
  • Minimum of 03 years of experience in administrative roles within a corporate environment.
  • Proven track record of managing administrative functions such as document preparation, data management, and coordination of logistics.
  • Experience in handling administrative tasks in a fast-paced setting, ensuring timely completion without compromising quality.

Minimum Desired Competencies

  • Proficiency in Microsoft Excel, with a demonstrated ability to utilize advanced functions and features effectively.
  • Strong organizational skills with meticulous attention to detail.
  • Excellent communication and interpersonal abilities for effective collaboration within cross-functional teams.
  • Proven capability to manage multiple tasks and prioritize effectively in a fast-paced environment.
  • Demonstrated problem-solving skills and the ability to adapt to evolving business needs.
  • Commitment to maintaining confidentiality and handling sensitive information with discretion.
  • Negotiation and influencing skills
  • Commitment to service and quality standards as well as Client Satisfaction
  • Must be well-organised and have excellent time-management skills.
  • Ability to analyse information quickly with good problem-solving skills.
  • Strong sales background
  • Strong Technical skills

Responsibilities and Accountability

  1. Understanding Requirements and Requesting Quotes:
    • Thoroughly analyse and understand client requirements upon receiving a quote or tender request.
    • Contact appropriate suppliers and clearly communicate specific requirements, ensuring accurate and comprehensive pricing.
    • Maintain regular follow-up with suppliers to ensure timely submission of quotes within set deadlines and SLAs.
  2. Ensuring Accuracy and Quality of Quotes:
    • Validate Bill of Materials (BOM) against client requirements, coordinating with technical teams for evaluation.
    • Prepare error-free quotes with 100% accuracy and correctness, including margin calculations based on supplier pricing.
    • Submit quotes for approval at least 24 hours in advance, adhering to internal processes and procedures.
  3. Negotiation and Purchase Order Processing:
    • Immediately negotiate for better pricing with suppliers upon receiving quote approval or purchase order.
    • Place purchase orders with suppliers within 24-48 hours, ensuring prompt fulfilment of client requirements.
  4. Coordinating stock Deliveries and Ensuring Client Satisfaction:
    • Obtain estimated time of arrival (ETA) for hardware/stock from suppliers and facilitate timely deliveries.
    • Coordinate between suppliers and clients to ensure accurate fulfilment of client specifications.
    • Maintain continuous communication with clients to address any concerns and ensure satisfaction throughout the sales process.
  5. Supplier Relationship Management:
    • Conduct regular meetings with suppliers to provide feedback on performance and discuss areas for improvement.
    • Evaluate supplier performance based on criteria such as pricing, quality, and reliability, contributing to supplier selection processes.
  6. Responsible for all administrative tasks within the business unit.
  7. Manage the division’s certifications for specialists and engineers, ensuring validity and availability.


NOTE

The above job profile identifies the key areas of responsibility of the position and is not all – encompassing description of duties and tasks. The job profile may be subject to review from time to time. The incumbent will be required to perform similar such duties and tasks in any area of Storage and Back-up as may be designated by management from time to time. The incumbent will at all times be required to render the highest level of courtesy and service to Diopoint even where such service may fall beyond the main duties or scope of this position.

Salary

Negotiable

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