job description - Sales Coordinator
- Obtain invoice, complete the EFT request, obtain authorising signature and hand over to Finance Department within 2 days of receipt
- Obtain authorising signature on expense claims and hand over to GM: Inbound within 2 days of receipt
Operational
Queries
- RAC QUERIES - Log into Zwakala International Sales Query Log and forward to main Customer Care Centre
- VAP QUERIES - Invoice queries to main Customer Care Centre and service delivery issues logged on AS400. Inform the customer of the progress made (e.g. billing, invoices, rates, service, waivers, sales reports, preferred / account application)
- All queries are responded to within 24 hours
- Report weekly to Key Accounts Manager and Regional Sales Manager on progress
- Close query log in Zwakala once resolved
Information
- Provide appropriate information to customer's satisfaction as required (e.g. updates, all products or services, general information, rate sheets, procedures, fleet)
Coordination
- Source and book meeting rooms as requested
- Assist with workshops and training as required
- Arrange for beverages and catering for meetings
Packs and Presentations
- Gather information, load packs according to standard and hand over to Key Accounts Manager / Regional Sales Manager per set deadlines (i.e. monthly, quarterly reviews, workshop packs)
- Prepare presentation as per set deadline (i.e. monthly, quarterly reviews, workshops)
Tenders, Proposals and Vendor Registration
- Gather required information and prepare documents for customer
- Consolidate, type, format and check accuracy (e.g. Tender, RFP, Proposals and Vendor registration)
- Bind packs and hand over to applicable Key Accounts Manager
Trade Shows / Indaba
- Attend Indaba Trade Show in May
- Assist with Indaba coordination as per Indaba checklist (e.g. send invitations, diarise meetings, travel arrangements, IT requirements, complete relevant documentation, assist with tender compilation for car allocation, coordinate team's pre-training workshop, prepare packs)
- Administration of all trade shows are finalised timeously (complete registration forms, pay registration fees, arrange name badges, marketing material, meetings, diaries)
Account Management
- Check and log applications in Intsales and obtain signature from Regional Sales Manager
- Complete administration functions for new accounts (e.g. order vouchers, microsite set-up, arrange e-invoicing option, update Salesforce, communicate updates for inbound website to Administrator, request automated reports, request rates from Administrator)
Office Management
- All office equipment is maintained and in working order and malfunctions are reported immediately
- Sufficient marketing material and stationery levels are maintained
- Road atlases are available at Branches and bumper stock level maintained
- Work space is kept tidy and clean at all times and all documents are locked away after hours
- Telephones are answered in line with company policy
Sourcing Vehicles
- Source vehicles for accounts when Operations are on stopsell / request.
- Provide stopsell information to relevant accounts daily
System Database
- All information is captured into Salesforce within 24 hours (e.g. leads, contacts, accounts, conversions, deactivation, call information, minutes, rates, campaigns, telesales, tasks, events, meetings)
- All information in intsales is kept current
- Test rate accuracy on RTEMO1 and account setup in the Wizard system
- Account information on AS400 is kept current and rates linked to relevant account
Travel
- Assist with quotes and Travel authorisation
- Consolidate expense report, log and follow up
- Once authorised, book travel arrangements and arrange advance for expenses according to travel checklist
- Assist with supporting documentation for trip (e.g. arrange meetings, visas, transport, diary, update Salesforce, packs, marketing material, insurance, update itinerary)
Support Function
- Action Regional Sales Manager / Key Accounts Manager e-mails (when out of office) and respond within 24 hours
- Compile team meeting minutes and distribute to team
- Read Avis Ref RAC information and check accuracy – quarterly
- Conduct Salesforce updates.
- Assist with rate shopping as requested
- Proof read publications for accuracy as requested
- Freebie / allocation actioned timeously
Inbound Website
- Communicate new account details to Administrator within 24 hours of account opened
Stakeholders (internal & external customers, suppliers, shareholders, communities)
- Attend all daily huddles and team meetings as scheduled
- Employees
- None
- Internal and External Stakeholders
- The role requires close engagement and collaboration with key internal and external stakeholders
- Internal Stakeholders
- Regional Sales Manager, Key Accounts Managers, Finance team, Customer Care team, Operations, IT
- External Stakeholders
- Suppliers, customers
Requirements
Academic Qualifications
Essential:
- Matric
- Valid Driver’s license
Note: This position might require local travel
Work Experience
Essential:
- At least 5 years Avis experience
- Proven track record of supporting senior management and department
- Good writing and communications skills.
- Intermediary excel skills
- Wizard experience
Advantageous:
- Experience within Avis Budget
Report
About the company
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Avis Car Rental is an American car rental company headquartered in Parsippany, New Jersey.