Sales Administrative Assistant

PRIMARY FUNCTION:

OUTBOUND SERVICING:

1. Takes the orders from Unit Sales Managers (USMs), Area Sales Managers (ASMs) or from the external customers themselves.
2. Informs USMs of phoned-in orders from customers for collection and documents SOS
3. Creates sales orders in SAP and ensures said orders are processed immediately by Finace.  Coordinates with concerned USM for payment commitments in cases of blocked SOSs and recommends appeal from dealers to NSM/GM
4. Works with Finance in reconciling payments for CASH SOSs made at the Plant.
5. Coordinates with Finance for release of blocked orders as approved by proper authorities.
6. Coordinates with Logistics per depot on stock availability
7. Coordinates with Logisticst per depot all dispatch requirements of orders including special instructions of customers and monitors if said orders are served.
8. Monitors status of all pending orders for delivery.
9.  Coordinates with Logisticst per depot on priority deliveries in cases of stock allocation and delivery truck allocation.
10. Gives feedback to USMs/customers on status of orders, including requests for a change in delivery schedule or conversion of stocks.
11. Monitors closure of customer inquiries and complaints.
12. 24/7 on call (including holidays) to depots to assist and get status of loading especially those customers that are end users.
13. Monitors price movement per territory per area.
14. Point Person to coordinate w/ all departments (Logistics, Production, QA, Sales) to make a delivery transaction happen – applicable to end users.
15. Monitors Balance to Sell per territory per Area.
16. Updates Sales from time to time of their Balance to Sell for their monthly Quota
17. Helps USMs to reach their quota by calling their customers, which in turn would also help customers to hit their target volume for them to reach also their volume discount / loyalty incentive.
18. Contacts Drivers / Truckers of their whereabouts in case they are still not in the perimeter of Customer’s area.
19. Prepares Business Operations Review materials per customer
20. Prepares Business Operations Review of Sales Admin’s current Area
21. Prepares Sales Materials for Sales Planning
22. Prepares Sales materials for Mid-year planning
23. Prepares Comparative Report of Area (Previous Year vs. Current Year)
24. Analyzes Sales Data per customer for Reports Needed by Sales

SALES INFORMATION GATHERING/RECORDS MANAGEMENT

1. Takes and generates daily sales reports.
2. Prepares and submits to Flour Finance the monthly update of foreign/export sales.
3. Review and consolidates  weekly and monthly sales forecast versus actual sales and submits to IM/Production to be used in planning for the milling schedule needed for the following week.
4. Monitors balances to sell of each USM in cases of stocks allocation.
5. Monitors sales forecast accuracy versus actual sales.
6. Assists Sales Admin Manager in the gathering and consolidation of  sales information as needed by Flour NSM/GM
7. Assists USMs/ASMs in attending to customers’ requests e.g., COA, product specs, SOS balances, status of delivery, availability of stocks per depot, etc.
8. Double checks the SOS conversions made by depot’s SAP encoder against SOS total booking to ensure that the quantity after conversion is the same as the quantity  of the original SOS.
9. Prepares request for production of all premixes, customized flour and special products/new products.
10. Coordinates with Production/IM all product sample requests including transfer of said samples to a particular depot.
11. Coordinates with IM requests for stock transfers to depots including pertinent documents needed.
12. Updates Customers’ Master Data and Price Master Data in SAP
13. Provides Business Finance with weekly and month-to-date sales report of flour and pollard.
14. Provides USMs with pertinent sales data per customer or per territory on a weekly basis.

OTHER TASKS:

• Accepts/receives customer inquiries and complaints and ensures that these are properly documented and turned-over to concerned departments.
• Organization of office files and other important sales documents.
• Performs other tasks which may be assigned by the immediate superior from time to time