Sales Administrator

3 weeks ago

Rugby, United Kingdom ZEISS Group Full time

Principal Elements

Sales Processing
- End to end sales order process within SAP R3 & SAP S4 Hana.
- Liaise with customers regarding order status and internal scheduling teams.
- Proactively monitor the order timeline.
- Coordinate with aftermarket department to manage system deliveries, training and installation.
- Review customer order and quotation documentation for order processing accuracy.
- Coordinate with external sales team throughout the sales order process.
- Support and cover for sales order processes for Industrial Quality Solutions product portfolio, including software and accessories.
- Manage the Contract Review Process.
- Create and monitor stage payment, proforma and revenue invoicing.
- Creation of purchase orders to multiple vendors, understanding the end to end purchasing process.
- Processing of third-party purchase orders and invoice processing to accounts payable team.
- Creation of credit notes.
- Handling of out of box failures and warranty items.
- Liaise with customers regarding overdue purchase orders to ensure timely invoicing.
- Ensuring compliance to administration processes, including support during company audits.
- Support for day-to-day management of UK Web Shop, including customer order management where required.

Styli and Accessories end-to-end sales order processing
- Responsible for processing aftersales accessories transactions in CRM and ERP.
- Respond to customer requests and liaise with technical team at Carl Zeiss GmbH.
- Proactively encourage customers to order directly via the ZEISS web shop and provide basic support for web shop queries.

Business Process Support
- Managing growth and development of customer databases, primarily CRM ibase and MS Dynamics.
- Support internal sales inbox to ensure customer requests are handled or passed onto the relevant contact.
- Monitor order entry and open orders in local reporting dashboard to ensure order accuracy.
- Supporting local IQS Procedures.

Cover & Support
- Provide cover for Sales Administrator in periods of absence.
- Support to Business Operations Manager.
- Ad-hoc support to other departments as and when required.

Location

Interim: ZEISS Locations | Agile Working as per ZEISS Agile Working Policy.

Some additional travel / staying away may be necessary to attend meetings and training courses.

Sales Administration

Essential Skills
- Experience with SAP ERP or SAP S4.
- Prior experience of working within a fast-paced office environment.
- Excellent problem-solving, planning and communication skills.
- Exceptional administration and organisation skills.
- Be able to manage workload and differing priorities.
- Demonstrate exceptional levels of organisation, working at a significant pace, without compromising on outstanding attention to detail.
- Communicating and Influencing - Ability to communicate in a straightforward, honest and engaging manner, ensuring that colleagues and stakeholders have a clear understanding of activities and timeframes.
- Stakeholder Management - Ability to establish professional relationships with a range of stakeholders, working collaboratively to share information.
- Time Management - Ability to work to tight deadlines and prioritise workloads, always ensuring excellent attention to detail and accuracy. To include management of tasks and risks on the basis of organisational reputation and financial risk.

Desirable Skills
- Highly competent with MS Office packages particularly MS Excel.
- Experience and/or demonstrable knowledge across the commercial lifecycle.
- Understanding accounting principles.
- Experience working with a high end, complex product.

Your ZEISS Recruiting Team:
James Lawn, Kate Benyon, Melissa Prescott, Natarlee Lawrence, Suya Rolph

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