Sales Administrator

Santiago, Las Condes, Santiago, Chile
Full Time
Experienced
Sales Administrator (Santiago, Chile)
ROLE PURPOSE & CONTRIBUTION
  • Sales Administrator position is responsible for providing support for the dealer network with sales support information. Duties may include order processing/entry, support making price quotations, managing logistic activities, record keeping, RFP response, product training, or other related tasks.
  • The position must work closely with the sales, marketing, service, accounting and parts department and including related staffs in the Head Office and provide support and coverage on an as needed basis.
  • Minimal travel may be required to assist dealer network.
PRINCIPAL OUTCOMES / ACCOUNTABILITIES
Health Safety and Environment
Accountable for contributing to a proactive HS&E culture and sustainable environment. Key tasks include: 
  • Role model a “safer, healthier & happier” approach to productive work and hold 
    others to account for behaviours.
  • Ensure compliance with relevant legislation and HCM Group policies and 
    procedures
  • Conduct regular Observations of work practices and identify and remedy hazards
  • Report promptly on all accidents and incidents 
Risk and Compliance
Accountable for contributing to a proactive Compliance culture. Key tasks include:
  • Role model for meeting the requirement of legal and compliance
  • Ensure to comply with relevant legislation and HCM Group policies and procedures
  • Educate and train the team member for making sure they will avoid the violation of any regulation in the industry and society
  • Manage and mitigate the risk of business for making sure 
Functional Responsibilities
  1. Roles:
    1. Be flexible and adaptable to all levels of any organization in network to leverage effective relationships and ensure mutual goals are accomplished
    2. Drive and support assigned dealers in the sales of all products and includes the following:
      1. Manage sales orders
      2. Make purchase orders and monitor the delivery schedule
      3. Assist with issues from the ordering and invoicing portal
      4. Build effective relationships throughout the HCM, Dealer, and Customer networks.
      5. Resolve dealer problems or concerns and be creative to meet the best interests of all parties involved.
    3. Work with Sales Administration Manager or Sales Managers to develop assigned dealers product support departments, assist to resolve technical issues, secure dealer competencies and motivate dealer in product sales.
  2. Main Tasks/ Responsibilities / Authorities:
    1. Primary Job Responsibilities Customer Service Support:
      1. The position will receive and respond to all inbound calls and periodic inquiries from HCLA Dealer and HCLA personnel for general and specific sales information on the following but no limited to:
        1. General inquiries on assistance Machine Invoices, Marketing Program, machine pricing assistance, data analysis support through Microsoft Dynamics and Salesforce and Machine Retail Data entry.
      2. Must be able to multitask and able to work in a fast-paced challenging environment as this role supports all dealerships of the Latin Americas.
      3. Must accept Ownership of any task assigned and be persistent yet tactful in resolve.
      4. Maintain and modify Dealer Accounts, Customer Contacts and active opportunities as information is provided by the HCLA dealer network.
    2. Sales Order and Purchase order Processing:
      1. Receive and process all inbound dealer purchase orders based on the forecast/sales plan
      2. Make and issue purchase orders to the vendors in system.
      3. Ensure all order details are correct and up-to-date, including dates, allocations, and product details.
      4. Consistently communicate with dealer / sales & suppliers mainly with HCM personnel on ship schedule and all details including export and inport control
      5. Complete order by preparing for invoicing, verifying correct pricing, discounts & terms
      6. Place order to suppliers and follow up if the orders are produced in accordance with its original schedule, shipment arrangement and transportation of the machine within the region depending on incoterms.
      7. Issue and send invoices to dealers as needed.
      8. Summarize and report sales results and progress against forecast etc. as requested.
    3. Key KPIs
      1. Customer service satisfaction
      2. Timely order processing
      3. Inquiry response time
Work planning and Scheduling
  • Ensure you comply with applicable legislation, regulations, and company requirements,
  • To ensure that the above responsibilities are executed in a timely and effective manner,
  • Other duties as requested by the reporting manager,
  • Recommend resource requirements to meet existing or new work plans or objectives,
  • Ensure work for the team is sequenced, systematic and open to change to enable continuous improvement.
QUALIFICATIONS, EXPERIENCE, SKILLS & KNOWLEDGE
  • Education
    • Bachelors degree in business related field (Preferred)
  • Experience / Skills / Knowledge
    • (Minimum) 5 years’ practical working experience in sales related activities.
    • Experience in import/export operations and international trade procedures.
    • PC proficiency of MS Office and aptitude to learn other software systems and applications
    • Requires 2 - 4 years of related customer service experience.
    • Self-motivated and a self-starter.
    • Able to perform duties effectively in a fast paced environment whether working autonomously or under direction.
    • Work independently and be able to utilize critical thinking skills.
    • Excellent time management skills with attention to the details and be able to plan and prioritize activities to maximize dealer and customer support efforts.
    • Ability to multi task and set priorities.
    • Basic knowledge of CE and mining industry a plus, however not required.
    • Good communication skills - verbal, phone, written
    • Communication in English and Spanish (intermediate) are required. Portuguese is a plus
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