Sales/ FRAGRANCES (Sales Administrator)

• Processing USA & Canada sales quotes and orders.
• Checking PO prices and incoterms.
• Checking customer required dates and stock.
• Sending order confirmations to customers.
• Following up on open orders till delivery
• Processing credit returns.
• Processing after sales service orders.
• Scheduling service technicians for installations and repairs.

(All systems Key User)

• Strategic / external communication
• Maintains communication with clients via phone / face-to-face and handles routine inquiries in Account Manager’s absence.
• Handles client inquiries, provides necessary information, and interfaces with the customer on routine matters.

Operational

• Follows up on client projects.
• Prepares and organizes client meetings.
• Prepares and coordinates accommodation and travel arrangements for Flavour division personnel as well as clients.
• Files and maintains client agreements, contracts, rebates, confidentiality agreements.
• Entering and administration of projects in Atlas with input from the ACM's.
• Develops systems to maintain pricing files in line with SAP requirements.
• Manages samples and market products for projects and market tests, including tracking of samples from Givaudan to the client as well as from affiliate to another.

Shared with Account Manager:

• Maintains communication with the client.
• Extracts and formats monthly sales statistics.
• Ensures correct set-up in SAP for each client-product-pricing matrix
• Assist with follow up of non –conformances / customer complaints.
• Administration of projects in Atlas (internal project system).
• Manage application samples, flavour samples and market products for submissions and client presentations.
• Requests all necessary safety and technical documentation.

Responsibilities (Commercial Assistant Budget Revenue and CRM super user)

July 2009 to Dec 2012 – Customer service Representative.

• Strategic / external communication
• Maintains communication with clients via phone / face-to-face and handles routine inquiries in Account Manager’s absence.
• Handles client inquiries, provides necessary information, and interfaces with the customer on routine matters.

Operational

• Processes sample orders in SAP.
• Follows up on client projects and assists in the preparation of client presentations.
• Prepares and organizes client meetings.
• Prepares and coordinates accommodation and travel arrangements for Flavour division personnel as well as clients.
• Files and maintains client agreements, contracts, rebates, confidentiality agreements.
• Entering and administration of projects in Icam with input from the ACM's.
• Develops systems to maintain pricing files in line with SAP requirements.
• Manages samples and market product for projects and market tests, including tracking of samples from Firmenich to the client as well as from affiliate to another.

Shared with Account Manager:

• Maintains communication with the client.
• Preparation of client presentations.
• Calculates prices on behalf of Account Manager for country extensions or new payment conditions.
• Extracts and formats monthly sales statistics.
• Ensures correct set-up in SAP for each client-product-pricing matrix
• Assist with follow up of Non-Conformances.
• Administration of projects in Icam (internal project system).
• Manage application samples, flavour samples and market products for submissions and client presentations.
• Requests all necessary safety and technical documentation

Customer Service Rep - Exports)

• Processing direct indents on MFGPro and SAP.
• Requesting estimates from the freight forwarders
• Sending pro forma invoices / quotes to customers.
• Following up on document requirements per country.
• Amending orders to comply with Letter of Credit requirements, if needs be.
• Checking and sending documents to the customer or the bank (depending on the payment terms) for clearing purposes.
• Following up on the consignment until it is delivered to the customer.
• Handle customer complaints, loading them on SAP and sending them to the relevant department and keeping the customer informed on the progress until completion.
• Following up on the customer’s forecasts and entering demand planning on SAP
• Assisting Key Account Managers with pricing and payment terms.

• Processing orders on SAP.
• Requesting estimates from the freight forwarders
• Sending pro forma invoices to customers
• Customers send me IDF's where necessary (depending on the country)
• Applying for an F178, SADC certificate, health certificate, certificate of origin etc. where necessary.
• Sending instructions to the freight forwarders to collect the stock with the supporting documents eg. Commercial invoices, packing lists etc. for custom purposes.
•  Sending original documents to the customer or the bank (depending on the payment terms) for clearing purposes.
• Following up on the cargo until it is delivered to the customer.
• Making sure the documents SAD500, bill of lading and the invoices are sent to us by the freight forwarder.
• Sending documents to the bank as stipulated on the ‘letter of credit’ or ‘cash against documents’ payment terms.
• Handle customer complaints, loading them on SAP and sending them to the relevant department and keeping the customer informed on the progress.

• Receive customer requests for quotation and tenders and forward them to the sales people.
• Obtain quotes for extras from suppliers as per customer specification.
• Create sales quotes & orders on SAP.
• Create purchase orders on SAP for optional extras.
• Create and update Equipment Master.
• Create & print billing
• Arrange for quality inspection.
• Arrange transport to site
• Registering a warranty
• Create goods receipt purchase orders
• Create free service notification
• Submitting month end result report

• Processing orders, quotes and generating invoices on SAP and Syspro.
• Assisting customers on technical issues
• Telesales.
• Reconciling daily cash receipts and banking daily.
• Drawing off quantities from building plans and bills of quantities.
• Counting stock monthly.
• Assisting the controller with forecast.
• Filling in for the controller.

• Attending to customer calls and correspondences
• Processing and managing to completion sales orders, quotes and claims
• Attending to customer queries and requests for information
• Filing of sales documents
• Printing of customer tax invoices daily

• Identifying prospective customers
• Phoning to secure appointments with company Directors
• Preparing proposals and presentations
• Signing up contracts
• Providing training to new customers
• Calling on customers regularly to ensure customer satisfaction
• Cross- selling to existing customers
• Gathering information on the opposition
• Preparing weekly and monthly planners and reports

• Taking down applications for car finance
• Processing applications and signing up hire purchase and lease contracts with customers.