Job Description

As an Administrative Sales Coordinator, you will provide crucial support to the sales team, ensuring seamless project coordination, efficient sourcing and costing processes, and exceptional client liaison. Your role will encompass a wide range of responsibilities, including project tracking and planning, sourcing and costing support, client liaison, internal sales support, general administrative duties, architectural plan interpretation, obtaining measurements, and support to the Operations Department. This full-time position requires independence, adaptability to change, and the ability to thrive under pressure while maintaining excellent attention to detail.Project Tracking & Planning:

• Coordinate project tasks related to sales to ensure seamless information flow between departments and external parties.
• Organize and prioritize tasks, delegate responsibilities, and gather feedback to ensure timely completion of projects.
• Update priorities throughout the day to address new inquiries or emerging priorities.

Sourcing & Costing Support:

• Upon receiving and comprehending the initial brief provided by the client, engage in further dialogue and pose additional questions to refine and tailor the specifics of the project requirements.
• Subsequently, leverage our market expertise to identify potential suppliers that offer products within the scope of our requirements.
• Gather & populate the costing & stock information accurately & timeously. Ensure stock has been reserved with the various suppliers.
• Present options to sales reps or directly to clients, ensuring accuracy and efficiency.

Client Liaison:

• Manage communication channels with clients to ensure timely responses and information flow.
• Gather necessary information to address client inquiries comprehensively.
• On receipt of the order, thank the customer and facilitate delivery bookings between the customer requirements and our delivery schedule availability. Communicate accordingly.
• Liaise with the dispatch team to ensure customer requirements are booked and communicated effectively.
• Update invoice details as necessary.

Internal Sales:

• Oversee sales projects and act as lead salesperson when required.
• Attend to customers without assigned sales reps, ensuring their needs are met.

General Administrative Duties:

• Maintain physical and digital filing systems, databases, and spreadsheets.
• Create and manage filing systems, update spreadsheets, and store sensitive information securely.
• Handle tasks such as opening sales files, creating customer cover sheets, and managing data sheets.
• Managing the stock reservations with the suppliers and ensuring they are active.

Architectural Plan Interpretation & obtaining measurements:

• Read and interpret architectural plans and specifications to accurately assess project requirements, including obtaining measurements from plans, and recommend appropriate tile solutions. The ability to extract accurate measurements from plans is essential for providing precise quotations to clients.
• Interpret measurements provided by customers to quote accurately.

Support to the Operations Department:Samples:

• Track and manage samples for each project, including returns and charging.
• Maintain organized sample racks and update them with new arrivals or discontinued items.
• Any other back up required from the operational team

Skills Required:

• Maths skills.
• High attention to detail.
• Excellent communication skills.
• Strong organizational abilities.
• Ability to multitask and work well under pressure.
• Data management abilities.
• Ability to read plans
• Intermediate Excel skills.
• Strong administrative skills.
• Experience in the industry advantageous.

West Coast Personnel