Sales And Admin Coordinator
Tatweer
Total years of experience :7 years, 9 Months
Prepare documentation for and undertake pre-qualification
exercises to determine supplier tender lists
Maintains and updates the Bidders’ List and initiate per-
qualification activities
Other administrative duties, such as control of stationary and
office ware procurement, preparing for meeting
Ensure all client calls are attended to as per best customer service practices and efficiently understand the customer s requirements, striving to provide the best solutions
• Demonstrate excellent call-handling capabilities, with a friendly and engaging phone manner at all times
• Follow up with clients to ensure high levels of customer satisfaction or service recovery
• Ensure complaints are handled in a timely manner by managers/departments by monitoring and maintaining complaints system
• Ensure abandoned calls are kept to a minimum and that clients are called back
• Adhere to company policy and procedure for all transactions including:
• Inbound calls
• Outbound calls
• Emails from property portals, agents and clients
• Maintain customer accounts by recording accurate contact information and notes
Present a professional, welcoming first contact to all clients, funders, vendors, board members, staff, media, etc. by phone, in person, and email. Responsibility for development & implementation of efficient office systems * Responsible for keeping office equipment maintained *Responsible for organizational functions and general meeting support: including arranging, follow up calls, maintaining office space schedules, securing food and supplies, copying + faxing * Responsible for incoming and outgoing mail, shipping and receiving * Responsible for maintenance of common spaces for appearance and functionality * Responsible for managing supplies and maintenance of storage areas * Provide support for teams: staff travel arrangements and expense tracking, program and stipend supplies, etc. * Provide support for Marketing/Communications; maintain mailing list, assist with mailings and packets, web updating * Provide support for IT department: help monitor staff needs, assist staff with problem solving, assist IT staff as requested * Provide support for Human Resources: interview schedule, applicant pool, resume files, orientation, monitoring time sheets * Provide support for Finance; monitor staff credit card purchases and documentation, reconcile monthly VISA bill
*Attending inquiries from customers (Example: Pfizer, Dunhill, Vancleef and Arpels, Cartier, cisco, Reuters) providing feedback, with a good customer approach.
*Negotiating best prices from the suppliers (print houses and gift items suppliers)
*Updating job tracking sheet
* Invoicing, arranging deliveries, & coordination with the sales team.
* Follow-up for collections of account receivables. Account overdue follow-ups
* Post dated cheque, cash cheque and daily cash collection handling
* Allocated administration jobs
* Coordinating and preparing various reports and proposals in respect to sales and Marketing matters
* Maintaining all relevant customer related data in the system concerning Admin & Finance
- Communicate with clients to inquire about their needs and follow up on stalled orders or enquiries and to provide after sales support
- Communicating with regional sales team for status of order and position of sales in the database.
- Preparing monthly, weekly or daily sales analysis.
- Preparing Quotations, agreements, sales reports, and presentations.
- Management of Tenders, Offers, and Quotations together with the concerned sales manager.
- Follow up on payments and receivables incoordination with the financial department.
- Coordinate and follow up of actual shipment process for the pharmaceutical equipment and spare parts.
- Ensure marketing collateral is up to date with sufficient stock of brochures for internal use and client distribution.
- Coordinating and responding to all requests of internal meetings.
- Maintaining the department filing system and other general admin support such as stationery ordering, faxing and message taking for the department.
• Preparing quotations, agreements, sales reports, and presentations.
• To generate business by maximizing revenue and profit for the company by achieving sales targets.
• Handling existing accounts, obtains orders, and establishes new accounts by planning and organizing meetings with potential clients
• Make sure that CRM system is always updated with latest fuel and airport charges.
• Ensure that flight folder are always updated
• Maintain long-term relationships with clients and prospects.
• Preparing for events and exhibitions to represent the company .
• Handling prospecting enquiries both by telephone and email and post mailing (information to be sent out promptly and enquiries follow up).
• Support drafting, negotiating and agreeing contracts and business arrangements with customers
• Issuing invoices and in coordination with Finance, ensure that payment for the flights have been received before aircraft departure.
• Follow up with the clients complains.
• Maintaining the department filing system and other general admin support such as stationery ordering, faxing and message taking for the department
Job Purpose
• Build customer’s interest in the services and products offered by the company
• Determining problems or issues in queries or complaints handling nature and proposing solutions for enhancements.
• Provide personalized customer service of the highest level
• Update the existing databases with changes and the status of each customer/prospective customer
• determining problems or issues in queries or complaints handling nature and proposing solutions for enhancements.
• Open, sort, and distribute incoming correspondence, including faxes and email.
• File and retrieve corporate documents, records, and reports.
• Greet visitors and determine whether they should be given access to specific individuals.
• Prepare responses to correspondence containing routine inquiries.
• Perform general office duties such as ordering supplies, maintaining records management systems, and performing basic bookkeeping work.
• Prepare agendas and make arrangements for committee, board, and other meetings.
• Make travel arrangements for executives.
• Conduct research, compile data, and prepare papers for consideration and presentation by executives, committees and boards of directors.
• Compile, transcribe, and distribute minutes of meetings.