Sales Support Officer

ROLE PURPOSE: Provides administrative, secretarial and clerical support to others in the office to maintain an efficient office environment. 

MAIN RESPONSIBILITIES: 
- answer phones and transfer to the appropriate staff member
- take and distribute accurate messages
- greet public and clients and direct them to the correct staff member,
- coordinate messenger and courier service
- receive, sort and distribute incoming mail, monitor incoming emails and answer or forward as required
- prepare outgoing mail for distribution
- fax, scan and copy documents-
- maintain office filing and storage systems
- update and maintain databases such as mailing lists, contact lists and customer database
- retrieve information when requested
- update and maintain internal staff contact lists
- co-ordinate and maintain staff administrative records such as staff parking, staff phones and company credit cards
- type documents, reports and correspondence
- organize travel arrangements for staff
- co-ordinate and organize appointments and meetings
- assist with event planning and implementation
- monitor and maintain office supplies
- ensure office equipment is properly maintained and serviced
- perform work related errands as requested such as going to the post office and bank
- keep office area clean and tidy. 

- Secondary Tasks assigned by Department Managers (approved by GM): Finance & Administration (under the supervision of Finance & Adm Manager): 1- Preparation of monthly accounting files, 2- Collection of all invoices at the end of each month, 3- Keeping trip records (overseas and domestic), 4- Collection of all expense reports for all members and reporting to the Finance & Adm Manager twice a month, 5- Following up BA-BS lists with the companies by email and/or fax. 6- End of year balance reconciliation follow ups. 7- Exchange rate differences follow ups with the companies 8- Weekly approvals and filing. 9- Inputs of daily exchanges rates into the system.  

Customer Relations (under the supervision of CRM) 1-Preparing Customer ID cards and order confirmation forms 2-Database update 3-Updating stock info 4-Follow up stock of marketing tools and timely organization of their re-fill 5-Data-mining from all sources to provide input for project follow-up 6-C/R follow-ups,

EXPERIENCE, KNOWLEDGE, SKILLS, QUALIFICATIONS REQUIRED: 

Hard working, keen, enthusiastic, flexible, able to work on own initiative, team player Must be fluent in English in terms of written and verbal communication. Must be flexible about the working hours. Must have very good PC skills including: Word/Excel, PowerPoint. Must have good organisation skills and the ability to deal with figures quickly and accurately. Must possess excellent interpersonal skills. Must have high level time management talent. Must be good at working with deadlines. Must posses a bachelor’s degree.