Sales and Contract Administrator

Sales and Contract Administrator

Salary: $6000.00 to $7000.00  


Position Summary

This position is based at the Company’s head office and directly impacts

Revenue through efficient and effective contract administration to ensure that the following quarterly sales goals are achieved:

Customer Retention – Contract Renewals Customer Growth – Contract Upgrades Customer Acquisition – New Contracts

 

A key focus for this position will be achieving 100% of the Annual Sales

Forecast for Contract Renewals.

 
The position also influences the customer satisfaction of end-users by being a point of contact between the company and its customers to ensure expeditious resolution of complaints and service-related issues.

 
Additionally, this position will support Field Sales Staff by proactively identifying sales opportunities based on interactions with customers as well as by processing quotations, contract upgrades and new contract requests within 24 hours.

 

Responsibilities

1.Develop and maintain a proactive and responsive relationship with the company’s existing customer database to successfully manage the contract renewal process.

2.Act as the company’s main point of contact with customers on all issues

that impact sales and customer retention such as complaints, queries,

missing customer information, status reports and requests.

3. Prepare, prioritize and action quarterly contract renewal calendar to ensure

100% on time and accurate contract renewals are achieved.

 
4. Maintain customer records to ensure that customer issues can

be resolved quickly through relevant, accurate and up to date contract

information including services contracted, frequency of service, prices and

contact information.

5. Update customer database and CRM systems at the time of contract

renewal, new customer acquisition or contract upgrades and periodically

throughout the financial year as needed.

6. Report weekly to management and team members on the following

Sales

KPI’s: Customer Acquisition, Growth, Retention, Attrition

7. Prepare & Review purchase orders, contracts, requests for quotations, tender  documents, pre qualifications and determine of highest priority and action accordingly.

 

The Sales and Contract Admin is required to:

8.  Up sell, cross sell and identify sales opportunities for field sales team.

9.  Work with and support team members, field sales and management to achieve both individual and team targets whilst providing an outstanding service to customers

10. Process  a  high  volume  of  invoices,  contract  renewals, quotation and new contract requests via email and phone adhering to the company’s turnaround promise to customers for problem resolution, quotations, requests and queries

11. Contribute  to  and  work  towards  the  business’  strategic  customer retention, growth and acquisition objectives as needed.

 

A.   Ability to organize and prioritize a very busy workload to ensure KPIs and targets are achieved.

B.   Excellent attention to detail and a very high standard of accuracy when processing orders, contracts, tender documents and quotations

C.   The ability to communicate and present information effectively with all levels of internal and external customers verbally and in writing.

D.   An enthusiastic and can-do attitude, demonstrating initiative when dealing

with difficult situations and changes.

Organizational Skills                           

E.   Ability to multitask and work under pressure to meet tight deadlines.

F.    Previous experience in a sales environment

G.   Business to Business experience desired

H.   Thrives from being a member of a successful, sales oriented cross- functional team.

I.     Ability to delight customers and identify up sell opportunities.

J.     Flexible and adaptable, responsive and positive work attitude

K.   Ability to maintain levels of professionalism and confidentiality

 

•    University Degree or Diploma in Business Administration is a plus.

At least 2-3-years work experience in a sales-oriented organization

Qualifications

University Degree or Diploma in Business Administration is a plus.

At least 2-3-years work experience in a sales-oriented organization

Specific Knowledge

•     Working Knowledge of QuickBooks.

•     Proficient in Microsoft Office 2013 & above; (Microsoft Excel, PowerPoint, Word & Outlook).


Required Tools

•     Desktop or Laptop Computer

•     Projector

•     Mobile Phone

•     PBX Telephone System

•     Fax Machine

•     Scanner


Flexible Schedule & Travel

•  His/her work schedule will be subject to the requirements of the job.

addition to normal workdays, some evenings and Saturdays are required occasionally.

•  Travel maybe required on site visits or to

Resolving customer complaints

 

Training Required

1.  Company Policies, Procedures & Practices

2. Product Knowledge and Information

3. Basic Accounting practices

4. CRM

5. Contract Renewal Procedure and Tools

6. Routes

7. Forms such Customer Update Form

1.Signed contracts are in hand 30 days prior to renewal date for private sector customers

 

Key Results & Deliverables             

Signed Contracts or Letters of Authorization are in hand 30 days prior to renewal date for public sector customers

Customer Renewal Notices are issued 120 days in advance on the contract renewal day
 
Customer records are accurate and updated quarterly to allow seamless actioning of internal requests from Accounts, Service Department, Service Technicians etc. (in Quick Books and Contract Folder)

Customer Complaints are resolved in 24 hours

Requests for Quotation are turned around on the Same Day

Tender documents are prepared 3 days before the published deadline data for submission

100% Customer Acquisition Rate/Month (New Contracts)
 
100% Customer Retention Rate/Month (Contract Renewals) 

Achieve forecasted Customer Growth Rate- TBD (Upgraded

 

Contracts)


Achieve Customer Attrition Rate of Zero (Terminated Contracts)


Other

As the company grows there will be a need to expand the scope of

responsibility to new areas and duties to meet customer and market needs.