Responsibilities

Receipt of inquiries
Registration of inquiries and or Regrets
Allocation of registered inquiries to estimate staff
Follow up with estimation staff Sales person to ensure inquiries have been responded to
Trigger follow-ups to salesperson and update follow-up register
Maintain an online register of inquiries received, quoted, followed up, and confirmed
Register LPOs / Order Confirmation received
Ensure order confirmation has been sent to the client by the Sales Person
Trigger payment requests to Sales Person and ensure payments are received and the invoice
Ensure the transfer of documents from the Sales team to the production team
Follow up with the production team regarding drawings for approval and transfer of same to the sales team for forwarding to the client
Ensure all site service requests have been registered by the relevant persons and required forms filled out prior to release to staff to go to the site
Ensure site services forms are received and saved after the site visit is complete If additional site visits are required, ensure the same is done
For AMC services maintain the register of AMC and due dates and trigger site service on the due date
Trigger Sales Team to initiate customer FAT and follow up on agreed payment terms
Initiate invoicing
Co-ordinate with Logistics for delivery and/or collection of goods
Trigger material sourcing to the production team while awaiting drawing approvals
Trigger the sales team to get approved drawings and ensure the same is forwarded to the production team
Liaise with Sales Team, Production team, and Procurement to ensure items that have to be procured are ordered and received in time
Maintain register tracking above activities
Trigger production team to start production once approved drawings have been received and
commercial conditions fulfilled
Follow up with production on the timelines agreed
Trigger Quality Check and testing once the product is ready and ensure relevant forms are filled and signed off
Trigger material check with the relevant team
Maintain register tracking above activities

Key Skills &Qualification

Impeccable verbal and written communication skills
Degree/Diploma in Business Administration/Project Management or equivalent
Familiarity with project management methodologies.
Good in report writing
Ability to coordinate activities of different teams to deliver requirements agreed upon with the client
Problem-solving skills to propose mutually beneficial solutions
Proficiency with word processing, spreadsheet, and presentation software
Must have 3 years experience as an office administrator or related administrative experience