Sales Administration Assistant

2 weeks ago

Brisbane, Queensland, Australia LUCY ELECTRIC Full time $60,000 - $80,000 per year

Job Purpose

To support the Lucy Electric Australasia regional growth strategy by servicing new and existing Sales Accounts and completing all required business administrative tasks.

Plays a key role in supporting managers and team members, enabling them to focus on their primary responsibilities while ensuring day-to-day operations run seamlessly.

Job Context

Handling all quotation, order and general administrative duties: Quotation Set-Up, Order Processing, Customer Support, Record Keeping, Delivery Co-Ordination as well as general office administrative duties.

The role will report directly to the Sales Director – Australasia.

Key Accountabilities

Including but not limited to:

Primary

  • Proposal Set-Up: Entry into CRM and setting up of appropriate filing systems
  • End to End Order Processing: Handling sales orders, internal factory purchase orders and Issuance of sales invoices to Back-up Finance Team.
  • Logistics: Verify shipping documents for all shipments co-ordinating with internal logistics teams and customers.
  • Track Customer Complaints: Work closely with Service Team
  • Service Warranty: Register in D365 monthly.

  • Record Keeping: Maintaining accurate customer records and sales data ensuring they are up-to-date and easily accessible.

  • Customer Support: Answering customer inquiries, providing after-sales support, and resolving issues.

  • Communication: Coordinating with sales teams, other Lucy Electric departments, and   customers.

Secondary

  • Inventory Management: Coordinate with vendors and service providers for office maintenance, supplies, and repairs.
  • Support Health & Safety: Fire Warden, First Aid, Attend H&S training, LIMS / Audit Report, monitoring of HIT Tickets.
  • Champion Sustainability agenda including CSR activities:Communicate with UK Team on sustainability agenda, ad hoc reports etc. Submit Emission Data report monthly. Arrange and lead the agenda for CSR activities based on Group's requirement.
  • Assisting with Travel Arrangements, assist in planning and organizing company events, meetings, and team-building activities.
  • Coordinate trade show logistics, including booking venues, arranging catering, and managing RSVPs.
  • Provide general administrative support to managers and team members, including scheduling meetings, preparing documents, and managing correspondence.
  • To help identify and undertake any other duties and responsibilities to improve the efficiency and quality of internal procedures and customer services.
  • Comply with all company policies and procedures and maintain confidentiality of information relating to the company's business and staff.

Minimum Qualifications, Knowledge and Experience

  • Familiarity with CRM Systems, preferably Microsoft D365 or similar
  • Familiarity with ERP Systems, preferably Oracle or similar
  • Excellent in MS Office

  • Excellent reporting and documentation skills.

  • Knowledge of local and international logistics processes

  • Knowledge of sales processes: Understanding how sales operations work is helpful
  • Office Administration experience
  • 3+ Years within similar role preferred

Behavioural Competencies

  • Strong prioritisation, organisational and time management skills: Crucial for managing multiple tasks and meeting deadlines.
  • Excellent communication skills: Both written and verbal, for interacting with customers and team members.
  • Attention to detail: Important for accurate order processing and record keeping.
  • Customer service skills: Ability to handle customer inquiries and resolve issues professionally.
  • Problem-solving skills: Ability to identify and resolve issues efficiently.

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