Sales and Admin Assistant

Overview:

The Sales and Admin Assistant also handles the collection of payments and issuance of receipts, playing a crucial role in enhancing the productivity of the sales team and ensuring excellent customer service.

Responsibilities:

Customer Relationship Management:

• Assist the sales team with daily sales activities and administrative tasks.
• Handle customer inquiries via phone, email, and in-person, providing product information and support.
• Process sales orders, ensuring accuracy and timely delivery.
• Prepare sales proposals, quotes, and contracts for review by the sales team.
• Coordinate and schedule meetings, appointments, and travel arrangements for the sales team.

Administrative Duties:

• Maintain organized files and records of sales transactions, customer interactions, and other important documents.
• Prepare reports, presentations, and sales materials as needed.
• Assist in organizing and coordinating sales events, trade shows, and promotional activities.
• Manage office supplies inventory and place orders when necessary.
• Perform general office duties, such as answering phones, managing correspondence, and greeting visitors.

Collection and Payment Processing:

• Collect payments from customers, ensuring accuracy and proper documentation.
• Issue receipts for payments received and maintain records of transactions.
• Follow up on overdue accounts and assist in resolving payment issues.

Basic Accounting Duties:

• Assist with the preparation of invoices and processing of payments.
• Record financial transactions in accounting software or ledgers.
• Reconcile sales and payment records with financial statements.
• Assist in the preparation of financial reports and summaries.
• Ensure compliance with financial policies and procedures.

Communication and Collaboration:

• Liaise between the sales team and other departments to ensure effective communication and coordination.
• Support marketing efforts by assisting with the creation and distribution of promotional materials.
• Work collaboratively with team members to achieve company goals and objectives.

Reporting and Documentation:

• Prepare and distribute regular sales reports, performance metrics, and other relevant data.
• Document and track sales team activities, ensuring all records are up to date.
• Assist in the preparation and submission of expense reports for the sales team.

Qualifications:

• Education: Bachelor’s degree in Business, Marketing, Accounting, or a related field is preferred.
• Experience: Minimum of 1-2 years of experience in a sales support, administrative, or customer service role. Basic accounting experience is a plus.
• Skills:
• Strong organizational and time management skills.
• Excellent communication and interpersonal abilities.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and CRM software.
• Familiarity with basic accounting principles and software.
• Attention to detail and a high level of accuracy in work.
• Ability to multitask and prioritize tasks effectively.
• Key Attributes:
• Customer-oriented with a focus on providing excellent service.
• Proactive and self-motivated with a willingness to learn and adapt.
• Strong problem-solving skills and the ability to handle challenging situations.
• Team player with a positive attitude and a collaborative approach.
• Dependable and trustworthy, with the ability to handle confidential information.
• Work Environment: This is an office-based position; candidates should be comfortable working in a collaborative office setting.