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Receptionist / Sales Assistant

  • Ad Placed : 16 Nov 2019 23:30:23 Affiliate ad
  • Remuneration : PER MONTH
  • Employment Type : Full Time
  • Employment Level : Senior Management
  • Industry :
  • Administration/PA/Secretary
  • Region : Gauteng
  • Company : King Recruitment Solutions

An international imports and exports concern is seeking a Receptionist / Sales Assistant that meets the following job requirements :

Open position : Receptionist / Sales Assistant
Location : Johannesburg
Salary : Market related
Type : Permanent position
Working hours : Monday to Friday (07:30 – 17:30)


  • Matric
  • 1-2 years reception or related experience
  • Experience on systems such as Pastel / Syspro advantageous
  • Proficient in the use of the Microsoft Office Suite
  • Basic Excel skills

Duties include :

  • Operating the PABX-system / switchboard
  • Answering, screening and forwarding telephone calls
  • Managing the Teltrace Call Collecting program – adding and amending phone codes
  • Meet and greet clients and suppliers and direct them to the boardroom – offer and arrange refreshments 
  • Notify company personnel of visitor arrivals
  • Scanning all payments to relevant clerks
  • Printing and binding all books for the Health and Safety Officer
  • Laminating of important documents or certificates
  • Archiving filing into our Metro file system 
  • Ordering and monitoring office supplies (maintaining Excel spreadsheet plus weekly stock take)
  • Ordering water
  • Receiving and forwarding all documents received via courier
  • Boardroom bookings for management
  • Faxing of all documents and monitor faxes and direct to the appropriate person
  • Assisting with filing upon request
  • Maintaining extension, cellphone number and birthday lists
  • Take ownership of sales function and back end administration
  • General support to trading team
  • Support trading team in raising of sales orders on Syspro
  • Support trading team with transport releases to logistics
  • Follow up with shipping department pertaining to inbound ETA’s on behalf of traders
  • Continually update sales team on internal communication and collate necessary information
  • Assist telesales staff with loading of orders
  • Continually check stock availability on Syspro, Macro Sheet, Stock Sheet and Lot traceability
  • Ensure that traders do not sell stock that is not available
  • Managing workload according to priorities and internal work procedures
  • Further processing of orders placed by customers with traders
  • Assist with the accepting of orders received from customers and keeping the relevant traders informed of such orders that were placed
  • Drafting of orders and releasing it to the cold store / local logistics team once completed
  • Drafting purchase orders and ensuring that they are correct
  • Following up and solving any discrepancies or queries. Taking the required corrective action timeously through credit notes.
  • Printing all traceability documents that accompany every batch of invoices that are dispatched
  • Arrange Muslim Judicial Council and Halaal certificates and continuously follow up with the MJC officer
  • Keep records of and files for all documents
  • Liaising with cold stores regarding the loading of trucks in order to provide feedback to customers
  • Keep customers informed at all times
  • Follow up on all transport related queries
  • Provide feedback to traders and keep them up to date
  • Assisting traders during their absence through the answering of phone calls, taking of orders and messages and communicating same upon their return
  • Providing traders with data when they are out of the office
  • Attending to and solving customers’ queries and complaints
  • Administering transport related activities for local and export customers
  • Attending to and solving transport related issues in conjunction with the applicable role-player


Skills :

  • Telephone etiquette
  • Email etiquette
  • Professional attitude and appearance
  • Resourcefulness
  • Written and verbal communication skills
  • Multitasking
  • Strong customer focus
  • Organisation skills
  • Ability to work under pressure
  • Friendly and polite nature
  • Ability to deal with challenging customers
  • Proficient in meeting deadlines

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