Sales Admin

• Main purpose of job
• 1.      Assist the administration department with accounting and administrative tasks.
• 2.      The main duty will be on receivables, payables, debtors, reconciliations and services accrual.
• 3.      When required due to work load, you will also support:
• o   The admin assistant by handling our main emails, quoting and invoicing
• o   The other accountant by handling the finance reporting
• About TMVS
• Howden's Total Mine Ventilation Solutions spans the entire lifecycle of a mine operation and provides customised solutions for every stage of mine ventilation.  It includes Ventsim Design software for ventilation design and planning and Ventsim Control for connecting and controlling ventilation hardware, as well as a variety of support services including ventilation engineering design and hardware selection.
• Accountabilities
• 1.      Handle accounting tasks and reconciliations especially around end of month.
• 2.      Chase debtors.
• 3.      Ensure timely invoicing of projects.
• 4.      Provide finance report when required.
• 5.      Attend to the main email addresses and handle calls
• a.      Attend to queries or direct calls to the relevant individuals accurately.
• b.      Take messages accurately and ensure that they are received by the relevant individuals to meet standards.
• 6.      Handle customer sales from quotation to issuing the licence and receiving payment.
• 7.      Organise training courses.
• 8.      Assist with marketing logistics including emailing to customers, booking for roadshow venues, lunches and
• dinners as required.
• 9.      Liaise with senior managers and HR managers to handle requests and queries

10.   Legal, Health and Safety

• a.      Take all reasonable care for own personal health and safety, as well as for that of everyone who may be affected by your action in your workplace.
• b.      Liaise and co-operate with company management with regards to the current health and safety legislation and obligations within the location and area where you are performing your duties.

• Essential Skills, knowledge & behaviours
• Higher School Certificate
• Exposure to small business accounting systems eg Quickbooks
• Knowledge of office management systems and procedures
• Balance Sheet reconciliation experience
• Time Management of all relevant email inboxes
• Proficiency in MS Office (MS Excel, MS Word, Outlook and PowerPoint)
• o   Excel skills are a must
• Excellent time management skills and ability to priorities work
• Attention to detail with problem solving skills
• Excellent written and verbal communication skills
• Strong organisational skills with the ability to multi-task
• Good customer service skills
• Ability to be resourceful and proactive when issues arise
• Professional attitude and appearance
• Self motivated
• Good team player
• Good interpersonal skills
• Desirable skills, knowledge & behaviours
• Accounting experience
• Certificate 3 or 4 – Office Administration or Business
• Multiple languages are desirable (Spanish, Portuguese, French, Russian, Chinese, etc).
• Complexity and creativity

Complexity factors

• o   Dealing with demanding, irate, rude, and difficult customers.

Creativity

• o   Through reason and discussion, try to resolve the problem in the shortest period of time
• Judgement and decisions

Judgements

• o   Applying discretion for redirecting of calls based on product and knowledge of business

Decisions

• o   Deciding when to escalate issues or matters to relevant people in different situations
• Contacts
• Internal
• Sales and Marketing of other Howden companies
• Ventsim Staff
• Shared services
• External
• Key Customers
• Sales Reps
• Travel
• None at this stage