The Sales and Purchasing Administrative Assistant role is designed to support the sales and purchasing teams by handling a variety of tasks that ensure the smooth operation of the departments. This position involves managing data, organizing documents, and providing direct support to sales representatives, allowing them to focus more on selling and less on administrative duties. By acting as a point of contact for clients/suppliers and internal teams, the Sales and Purchasing Administrative Assistant helps maintain excellent customer relationships and contributes to the efficiency and effectiveness of the sales and purchasing process.
Sales and Purchasing Administrative Assistant Job Duties:
* Process, prepare, and submit sales quotes and proposals accurately and timely to facilitate the closing of deals.
* Coordinate and execute the logistics of sales meetings and events, including venue selection, catering, and material preparation, to ensure smooth operations and a professional atmosphere.
* Handle the input, update, and maintenance of customer information and sales activity into the company’s CRM (Customer Relationship Management) system to ensure data accuracy and accessibility for the sales team.
* Facilitate communication by acting as a liaison between the sales / technical and purchasing departments, to ensure alignment and address any queries promptly.
* Raise Purchase Orders and order consumables
* Check and receive consumable in person and on Sage
* Complete Stock checks and picking of consumables
* Process orders on Sage and CRM
* Input Bill of Material and generate BOM reports
* Research on new suppliers and materials as requested by teams for testing / improvements
Requirements:
Experience: Experience in customer service, sales support, or a related field is common, providing a foundation in managing client relationships and supporting sales teams. On-the-job training is often provided, focusing on company-specific systems, sales processes, and administrative protocols. Many also benefit from participating in external training programs that enhance their expertise in sales techniques, CRM software, and communication skills, preparing them for the multifaceted responsibilities of the role.
Sales Administrative Assistant Skills:
* CRM Software: Sales Administrative Assistants use this software to streamline communication, track interactions, and facilitate sales processes. It organizes client data for personalized and timely follow-ups, enhancing customer satisfaction and loyalty.
* Order Processing: Handling customer orders from receipt to invoicing and dispatch demands meticulous attention to detail and multitasking abilities. Accuracy in order quantities, prices, and delivery schedules is crucial for customer satisfaction and company revenue.
* Customer Relationship Management: Detailed records of customer interactions and preferences help personalize future communications and enhance satisfaction.
* Communication: Liaising between sales teams, clients, and other departments ensures informed parties, coordinated schedules, and promptly addressed client needs. Articulating complex information clearly and concisely, both in writing and verbally, is essential for smooth operations and strong relationships.