Junior Internal Sales Assistant

1. Job Description

Junior Internal Sales Assistant

Reports to: Internal Sales Manager

Job Purpose

• Provide day-to-day quoting, order processing and administrative support to the Internal Sales Manager and the internal and external sales teams, ensuring that customer enquiries and orders are handled accurately and on time.

• Maintain accurate sales records, documentation and filing in line with company standard operating procedures.

• Learn the companys product range and the basics of explosion protection, building the knowledge required to progress into a full Internal Sales Assistant role.

Duties and Responsibilities

1. Quotation Support

• Prepare draft quotations on the companys ERP system from information supplied by the Internal Sales Manager or external sales representatives.

• Gather and attach the relevant technical documentation to each quotation, including:

• Data sheets and product literature.

• Certificates and approvals.

• Technical layout drawings, where supplied by the technical team.

• Check that all information required to quote accurately has been received and raise any missing information with the Internal Sales Manager before the quotation is issued.

• Support the team in meeting the 48-hour quoting standard by preparing supporting information promptly.

2. Order Processing and Administration

• Capture customer and external sales orders on the ERP system accurately and within agreed timeframes.

• Prepare the Quote Order Invoice (QOI) and risk assessment sheets for checking and approval by the Internal Sales Manager, QC and the buyer prior to manufacturing.

• Obtain bills of material and drawings from the relevant departments and attach them to the order file.

• Process and file quotations, purchase orders, drawings, costings and customer correspondence on the company server according to the agreed filing structure.

3. Customer and Internal Follow-Up

• Follow up on open quotations each week and update the status register for the Internal Sales Manager.

• Follow up on customer payments and drawing approvals as directed, and keep the purchasing department updated.

• Handle routine customer emails and telephone enquiries, escalating technical, pricing or commercial queries to the Internal Sales Manager.

• Load new customer details onto the companys exchange system and keep customer contact records current.

4. Reporting and General Support

• Compile the data required for the monthly new-client report, weekly open-quotation report and sales forecast for review by the Internal Sales Manager.

• Prepare meeting packs and take minutes for weekly internal sales meetings.

• Provide general administrative support to the internal sales team, including assisting with preparation for exhibitions such as ELINEX.

• Complete all in-house product and explosion protection training provided and progressively build working knowledge of the companys product range.

• Carry out other reasonable duties in support of the internal sales function as requested by the Internal Sales Manager.

Key Industries

• Oil and Gas

• Chemical

• Marine and Ship Building

• Pharmaceutical

• Food and Beverage

• Machine Building

• Mining

Key Product Listing

• Luminaires

• Junction and Terminal Boxes

• Control Systems

• Distribution Boards

• Components for Ex d and Ex e solutions

• Signalling Devices

• Plugs and Sockets

• Remote I/O

• Safety / Isolating Barriers

• Fieldbus Technology

• Operating and Monitoring Systems (HMI)

• Cameras

• Wireless Technology

Skills

• Willing to learn, proactive and a team player.

• Accurate and detail-oriented, with sound administrative and organisational skills.

• Basic proficiency in MS Word, Excel and Outlook.

• Clear written and verbal communication, with a confident and courteous telephone manner.

• Able to follow set procedures, work to deadlines and ask for guidance when unsure.

• Comfortable working with numbers and technical documentation.

• Ability to learn and retain product-specific information.

• No prior knowledge of explosion protection technology is required; full in-house training will be provided.

Other Characteristics

• High integrity.

• Reliable and punctual.

• Self-organised and willing to take direction.

• Ability to multitask.

Qualifications

• Education: Grade 12 (Matric). A certificate in sales, marketing, business administration or an electrical/technical field is an advantage but is not a requirement.

• Experience: 01 years. No prior sales or industry experience is required, and full in-house training will be provided. Office administration, retail or customer service experience would be an advantage.

• Computer Literacy: Basic MS Office (Word, Excel and Outlook).

• Drivers Licence: A valid drivers licence is advantageous.

Working Conditions

• Core working hours are Monday to Thursday: 08h0017h00 and Friday: 08h0014h00.

• Office-based role at the companys premises.

• In addition to the core working hours above, the following may be required from time to time:

• Occasional additional hours during peak quoting or month-end periods.

• Occasional local travel to customer sites or exhibitions within South Africa.

Direct Reports

• None.

• This position reports directly to the Internal Sales Manager.