Job Summary

• Perform the administrative functions in the Department.
• Responsible for maintaining an efficient and accurate daily administrative office function in all aspects of documentation and CMD operations, as per the Divisional guidelines and procedures.
• Assist and facilitate the CMD staff's ongoing job functions.

Key Accountabilities

Code, batch, post and issue all CMD invoices, as required by Divisional procedures.

Code, batch and log all expenses incurred by the Depot/Branch, including purchase orders and petty cash.

Preparation of all CMD related quotes, contracts, invoices, correspondence, reports and memoranda

Review and issue all invoicing in a timely manner, as required by Divisional procedures.

Update and maintain the daily status of CMD sales in system.

In conjunction with CMD Sales/Franchise Manager, review and correct any discrepancies in the monthly revenue and expenses Statements, as issued by Reg. F.& A.

Dispatch all required documents to H.O. and Regional F&A.

Provide & assist all Sales Reps. with the required information related to invoicing, gate passes, quotes, receipts and any related CMD Sales document.

Maintain a proper and efficient filing system of all administrative, CMD related documents.

Prepare and update monthly overdue receivable listings with accurate records of Receipts, and Statements of Account.

Handle walk-in and phone calls from customers in the absence of CMD Sales/Franchise Manager or Sales Reps.

Knowledge, Skills and Aptitude

Educational Qualifications and Certifications: Ideally to a Degree standard in Business Admin.

Knowledge: A customer-first mindset.

Technical Skills: Strong knowledge of Excel, with experience in Macros. Very good communication and negotiations skills.

Language Skills: Fluent English.

Experience: Essential to have had a minimum of 2 years in a business where modern administration techniques are the norm.

Key Interactions

Key Internal Contacts: Sales Team. Finance.

Purpose of Interaction: Collaboration and support with sales reps, sales management and HO. Collaboration and support with credit officers, local purchasers.

Key External Contacts: N/A

Purpose of Interaction: N/A

Direct Reports: N/A