Job Purpose
Job Purpose:
The Commercial Administrator plays a crucial role in optimizing the customer experience by serving as the link between the sales function and customers. This position is responsible for providing analytic foresight, technical expertise, and efficient coordination of internal sales communications to support the Commercial and Marketing team.
Key Accountabilities and Outputs
Commercial Support:
- Utilize analytical capabilities to manage all office-based sales administration activities effectively.
- Capture and process all automated orders received via email, phone, or sales office communication.
- Update customer deal sheets based on buying groups and independent customers.
- Communicate and resolve issues related to blocked accounts or Rapidtrade updates.
- Coordinate the collection and organisation of invoices and proof of deliveries (PODs) for drop shipment deliveries.
- Process customer spend claims and damages claims, ensuring timely submission to Debtors.
- Manage order numbers on buying group orders and upload purchase orders (POs) onto SAP for payment processing.
- Conduct follow-ups on payments processed through SAP to ensure up-to-date accounts.
- Manage merchandisers' time sheets and weekly route lists.
- Act as the liaison between the sales team, distribution, and customers.
- Manage sales point-of-sale materials, banners, feather banners, and sales marketing material.
- Coordinate sales-related meetings, gatherings, and events.
Sales and Customer Analytics:
- Utilize analytical skills to interpret sales and customer analytics and provide valuable insights to the sales function.
- Identify trends, patterns, and opportunities to enhance sales strategies and improve the customer experience.
Operational and Financial Management:
- Actively participate in operational planning and budgeting processes.
- Utilize analytical capabilities to drive continuous improvement by streamlining and optimizing operational practices, processes, and systems.
- Ensure adherence to operational and financial frameworks, practices, processes, standards, and controls.
- Control costs and take necessary actions to mitigate financial risks and ensure compliance.
- Collaborate with the sales team to develop and implement effective sales strategies and promotional campaigns.
- Analyse market trends and competitor activities to identify opportunities and recommend strategies for business growth.
- Coordinate the resolution of customer inquiries, complaints, and issues in a timely and professional manner.
- Assist in the preparation of sales reports, presentations, and proposals.
- Maintain accurate and up-to-date customer and sales data in CRM systems.
- Conduct regular analysis of sales data, performance metrics, and KPIs to identify areas for improvement and implement corrective actions.
- Provide support in pricing analysis and contribute to pricing strategies.
- Stay updated on industry trends, regulations, and best practices related to sales administration.
Qualifications and Experience
- BCom or BCom Sciences degree
- Up to 4 years of experience in operational execution and proven administrative ability.
- Strong understanding of commercial requirements.
- Excellent numerical and analytical skills.
- Robust IT skills.
Key Qualities
Analytical Thinking:
- Possess a strong analytical mindset with the ability to analyse data, identify patterns, and draw meaningful insights to inform decision-making.
- Demonstrate proficiency in quantitative analysis, data interpretation, and problem-solving to support strategic and operational initiatives.
- Apply critical thinking skills to evaluate complex situations, assess risks, and propose innovative solutions.
Communication:
- Exhibit excellent communication skills to effectively convey analytical findings and insights to stakeholders at various levels of the organization.
- Clearly articulate complex concepts and present data-driven recommendations to support commercial strategies.
Proactive Approach:
- Display a proactive and self-motivated attitude in seeking out opportunities for process improvement and optimization through data analysis.
- Actively monitor market trends, competitor activities, and customer behaviours to identify new business opportunities and develop data-driven strategies.
Attention to Detail:
- Pay meticulous attention to detail in data analysis, ensuring accuracy, reliability, and consistency in reporting.
- Maintain a thorough understanding of data sources, methodologies, and limitations to ensure the integrity of analytical outputs.
Technical Proficiency:
- Demonstrate proficiency in relevant analytical tools, software, and technologies to extract, manipulate, and analyse data effectively.
- Stay updated with industry best practices in data analytics and leverage appropriate tools and techniques to derive actionable insights.
Behavioural Competencies
Accountability
- Accomplishes assigned tasks and goals: takes necessary actions to keep progress against objectives on track.
- Prepares a roadmap for success.
- Ensures that all who need to know, are clear about the plan.
- Takes full responsibility for own actions and outcomes, including mistakes.
- Always acts in the company’s best interest, regardless of whether it is difficult or unpopular.
- Ensures others are on track for achieving their goals.
Collaboration
- Helps others with their work.
- Meets commitments to team members or others in the organisation.
- Actively contributes to team discussions and the accomplishment of team work plans.
- Shares expertise and resources to help others address their needs.
- Seeks to include all those who can contribute to the most successful outcome and those who have a stake in the results.
- Actively keeps all stakeholders informed.
- Attempts to reinvigorate team processes when progress is lagging: stays engaged even when not in full agreement with the team’s direction.
Continuous Improvement
- Increases performance expectations when success has been achieved
- Seeks out sources of information, including trade associations, “best practice” companies, customers, peers, subordinates, etc.
- Finds ways to fast-adapt improvement ideas to work processes
- Proactively seeks out resources, alliances, etc., needed to quickly introduce improvements
Decision Making
- Organises information to make it easier to analyse or see trends.
- Anticipates consequences and formulates alternatives.
- Establishes clear decision criteria for making informed choices.
- Seeks relevant information to better understand situations and problems.
- Conducts appropriate analysis; neither makes snap decisions or over-analyses.
- Sees relationships between various facts, figures or other information.
Knowledge of Business
- Follows systematic, multi-source learning regiment designed to educate oneself quickly: keeps oneself current
- Describes the important impacts that one has on the success of one’s functional area and on company results; demonstrates a knowledge of the customers business
- Uses business understanding to make sound decisions and influence the decisions of others
