Position: Sales Coordinator
Directly reports to: Branch Manager
Monday - Thursday 8am - 5pm, Friday 8am - 4pm, with 1-hour for lunch
Job purpose
Primarily to provide effective sales coordination & business administration duties for our clients
business. To ensure the smooth and efficient running of the branch with duties including but not be restricted too; the processing of customers orders / enquiries, purchasing stock items as necessary, liaising with other departments for credit control and product availability & delivery coordination, customer services, general office duties and generally working within the systems laid down by the Company. To also maximise and further develop the clients business opportunities within the region in conjunction with your Branch Manager and Regional Business Development Manager.
Key responsibilities
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At all times; to adopt, encourage and enforce the clients core values and principles.
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To receive and accurately process in accordance with Company procedures, customer’s orders / enquiries, progressing them to completion and to the complete satisfaction of the customer.
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To purchase as necessary, from both internal / external suppliers and in accordance with the Company’s purchasing guide, all items required to fulfil a customer’s order.
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To liaise with other branches on items of stock transfers, both inwards and outwards, at all times attempting to keep these to a minimum.
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To liaise with other branches / departments on stock transfers / transferred orders, keeping the customer informed at all times.
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To accurately quote transport costs utilising both internal and external transportation and at all times attempting to maximise recovery of these costs.
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To liaise with your BM / other branches on customer delivery requirements to ensure the efficient and cost effective transportation of sales orders.
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To keep customers informed at all times on items such as delivery, shortages and completions, ensuring complete customer satisfaction.
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To liaise with your regional Business Development Manager & Branch Manager regarding the pricing of quotations.
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At all times and in conjunction with your regional Business Development Manager & Branch Manager, maximise sales opportunities and business development within your area.
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To develop sales through “up / add on” selling at every opportunity.
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At all times and in conjunction with your regional Business Development Manager & BM, promote the clients products and services.
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To ensure that all discount changes (within the current maximum discount structure) are amended on the system in accordance with Company procedures.
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To liaise with your BM on items of low stock to ensure that correct stock levels can be maintained.
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To liaise with the Company’s Credit Control department on all items relating to customers credit accounts and trade counter cash sales.
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To complete daily duties in accordance with company procedures. Such duties shall include but not limited too; dispatching, filing, updating “ship & dispatch” dates, completion of other general office duties, quotation chasing and quotation log updating 17. To complete on time all month end procedures, ensuring that all necessary items are fulfilled, in order that the accounts department can correctly complete their duties.
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To accurately handle cash and credit card payments associated with trade counter sales and to process such sales in accordance with Company procedures. Accurately record methods & amounts of payments on the appropriate report forms for accurate and correct reporting to the Credit Control department.
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To become familiar with all aspects of the Company’s Axapta computer system that relates to your position.
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To participate in as directed by the Branch Manager, the Company annual stock takes / stock counts and branch discretionary / ad hoc stock takes / stock counts.
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At times assist your BM in providing procedural, computer system, product and services training to new members of branch staff as is appropriate to your and their role.
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At all times work in accordance with the Company’s Health & Safety Policy and ensure compliance with all statutory regulations. To also work within the confines of and abide to the Company’s Risk Assessments and Control Measures.
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To always work within the confines of and abide by the Company’s staff & site rules.
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At all times work within and abide by the confines of all other Company policies including
but not limited too; Disciplinary Procedures, Equal Opportunities, Dignity at Work, Grievance Procedures, Anti-Corruption, Code of Ethics and Social Media policy.
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To work in a professional manner and to respond to customer’s needs in the appropriate way to maximise potential sales opportunities and maintain good customer relations.
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Communicate in a professional manner with colleagues, other branches and staff, to be supportive and courteous at all times and maintain good working relationships.
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To show a continued commitment to develop product knowledge and attend training courses / presentations / seminars / factory visits as and when required to do so.
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Any other such duties as maybe required to ensure the smooth and efficient day-to-day running of the branch.
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Maintaining Company confidentiality.
Limits of authority
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To only negotiate with customer’s on increases to their discounts within the limits of the most recent maximum discount schedule. Such negotiations must be confirmed by your Branch Manager / regional Business Development Manager. Any increases over and above the maximum discount structure must be referred to a Managing Director or Business Development Director for confirmation and approval. Referral should be via your BM / Business Development Manager.
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To not supply or release goods to companies on the ‘Stop’ list without prior agreement of the Credit Control department and with the knowledge of your BM.
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To not action trade counter cash sales / release any goods without prior receipt of monies.
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To not purchase from suppliers outside of the Company’s Product Sourcing Guide without the prior agreement of a Managing Director via your Branch Manager.
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To not accept the return of any non-stocked “special purchase” items unless for reason of delivery damage, warranty fault or our error.
Person specification
• Strong customer service skills with the ability to build and maintain positive customer relationships.
• Proven experience in sales order processing, quotations and administration within a busy commercial environment.
• Excellent communication skills, with the ability to liaise effectively with customers, suppliers and colleagues at all levels.
• Good commercial awareness and ability to identify and maximise sales and business development opportunities.
• Strong attention to detail with the ability to process orders, quotations and financial transactions accurately.
• Well organised with the ability to manage multiple priorities, meet deadlines and work under pressure.
• Proficient in computer systems and Microsoft Office, with the ability to learn and use business management software.
• Team-oriented approach with a commitment to supporting colleagues, maintaining confidentiality and upholding company values.
• Committed to continuous learning, compliance with company procedures, and adherence to health and safety requirements.
Benefits:
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Opportunities to develop and grow professionally
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Genuinely great colleagues who want to see the company and each other succeed
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25-days annual leave, + 8 days statutory Bank Holidays and Christmas / New Years closure
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Company Occupational Sick Pay
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Company Bonus Scheme
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Group Life Assurance
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Free parking
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Corporate workwear inc. PPE
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Company Pension contribution matched at 4%
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Part of the Mental Health Charter: Wellbeing app, Mental Health Champions, EAP program and discounts on counselling
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Online retail discounts & savings including; gym, holidays, hotels and family days out
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Long Service Awards
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Annual flu jab
Hupsoo Ltd operates as an employment business and is an equal opportunities employer. We are a member of the Recruitment and Employment Confederation (REC) and fully committed to the principles of equality, diversity, and inclusion in all areas of recruitment. We adhere to the Equality Act 2010 and welcome applications from all suitably qualified individuals, regardless of age, disability, gender reassignment, marriage or civil partnership, pregnancy or maternity, race, religion or belief, sex, or sexual orientation. All candidates are considered on the basis of their skills, experience, and suitability for the role
