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4 MONTH FIXED TERM CONTRACT
Main Purpose of the Role
• To answer incoming calls and provide administrative support to members of the Sales Force / Business Development Consultants and key functions to ensure the smooth operation of the administrative function.
Role outline
Visitors:
• Answer Intercom when visitors arrive.
• Announces arrival of visitor to the host / hostess.
• Politely advise cold callers that they will only be seen by appointment.
Telephone:
• Answers incoming calls through Switchboard, define nature of the call, name of the caller and direct to relevant person.
• Pass on messages as requested.
• Take off messages left on answer phone.
• Record new message on answer phone as necessary.
• Manage inbound customer calls and filter them based on recognition of sales opportunity.
• Answers general telephone enquiries from builders, specifiers, architects, and end users on products.
• Sends product literature, specifications, and price lists and general product information.
• Answers simple technical calls, i.e. size of materials etc.
• Records all leads on Pivotal and assigns follow-ups to relevant person i.e. Sales Force / Business Development Consultants / CCC.
• Provide Budget prices to customers.
• Provide customers, end users and Main Contractors with names of Premier Installers to enable them to provide supply and installation quotations.
Project Recording
• Once products have been specified, project goes out to tender.
• Provide budget prices and decide on premier installers to use.
• Takes call from main contractors and provide information on Premier Installers.
• Informs Premier Installers they have been put forward.
• Records information on Pivotal and assign follow-ups to relevant person i.e. Sales Force / Business Development Consultants / CCC.
Invoicing:-
• Complete Invoicing procedure on JDE.
• Add details on Sales Book.
Pick Notes:
• Completes projects on Pivotal and Excel database.
• Update Sales Book.
• Files Pick Notes.
• Information from Pick Notes to be transferred to excel reports, for reports to show Products purchased and Sheet to Adhesive Ratios, reports issued to Sales Management Team on a monthly basis.
• Copies of Daily Pick Notes sent to the Business Development Consultants for their information / action as necessary.
Post and Fax:-
• Open incoming mail as directed and distribute.
• Frank Outgoing mail.
• Keep Franking Machine topped up with credit.
• Re-direct Head Office, Sales Force, Business Consultants mail.
• Distribute incoming faxes as soon as they arrive.
• Send of faxes as and when requested.
CPD Seminars
• Co-ordinates the bookings of all CPD seminars for all Walls Sales Force.
• Bookings confirmed to rep by E-mail and entered into their Outlook calendars, also enters information onto the CPD Diary in Excel.
• Confirms seminar date in writing to Architects practice.
• Follows up seminars prior to the seminar date, and prepares booklets for the sales reps to hand out.
• Completes certificates for all attendees.
• Pivotal to be updated as necessary.
• 2 mail shots per Walls rep to be done once a year – co-ordinated via team leader.
Complaints Reporting:-
• Any complaints received to be recorded on Pivotal, Complaint Number issued from Pivotal to be noted on paperwork and then filed.
• Complaints Report to be generated from Pivotal on a monthly basis and any outstanding complaints to be chased up with the relevant Technical Services Consultant.
• Information to be collated on excel spreadsheet.
• Information to be emailed monthly to the Customer Services Manager for action.
General:-
• Administrative support to the Sales Force / Business Development Consultants / Technical Department – Reports & Letters etc.
• Typing as requesting by the Sales Support Team Leader.
• Maintain Installer List.
• Process and record Warranty Cards on spreadsheet for future reference.
• Carry out any other duties as reasonably requested by the Sales Support Team Leader.
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