EXECUTIVE N - SALES ADMINISTRATION

Role Identifier

Job Title

Officer – Sales Administration

Department

Retail Sales

Reporting to

Area Manager / Area Sales Executive (Retail)

Grade

Officers/Level I / II

Jobs Reporting Into

None

Location / Unit

PAN India

Role Description

Job Purpose

The role is that of administrative personnel who is responsible for providing end to end support to retail sales team by means of helping with dealer servicing, timely and accurate report generation, managing vendors, optimizing and streamlining processes, thereby assisting in achieving business objectives.

Primary Responsibilities

Business Responsibility Areas

(Please detail out at least 8-10 responsibility areas)

Key Performance Indicators

Business objectives

• Assist the sales team by generating and sharing accurate dealer-level sales reports as per requirement.  
• Assist dealers by making and sharing relevant sales reports, credit notes, and debit note workings, and scheme-related communication as per defined timelines.

Servicing

• Provide timely services to dealers by ensuring the availability of sales aids like shade cards, collaterals, dealer kits, etc.
• Provide logistics and operational support to Unit level initiatives, activations and during new dealer account opening
• Assist sales workforce in gift settlements as per schemes closure on the system
• Coordinate with HR department on employee life cycle activities such as Joining, transfers, separation etc.

Process Optimization

• Find opportunities and work towards optimizing processes and reducing the time and cost involved
• Review and monitor overheads budgets against actual spend on monthly basis and report in case of any observations

Vendor Management

• Ensure timely clearance of vendor payments as per the defined payment terms
• Monitor and ensure no pending payments, open goods receipts and open advances of each vendor 
• Coordinate with Vendors for outstanding amount closure and quarterly balance confirmation within defined timelines

Statutory and Safety Compliance

• Ensure safety and statutory compliance for offices and warehouses  
• Maintain and display all statutory records as applicable in the premises
• Updation of compliances in the statutory portal (GRC) as per the due dates
• Conduct Safety Mock drills in warehouse and office premises periodically and submit the findings for process improvement

• Accurate and timely sharing of reports to Sales team
• Timely service to dealers
• Statutory and Safety compliances
• Clearance of vendor payment within timelines
• On time gift settlements with acknowledgement

Scope of Work

a) Financial Scope (Range of financial spend):

        As per budget

b) People Management Scope (Range of no. of Direct/ Indirect Reports):

None

c) Geography Coverage (Country-wide/ State-wide / Area-wide)

Unit Level

d) Corporate Coverage (Company-wide / Business Unit or Function-wide / Sub-function-wide / Other):

Retail Sales

Key Interactions

Internal

Retail team, Projects team, HR, Marketing and Commercial team

External

Dealers, Contractors and Vendors

Role Requirements / Specifications

Qualifications

Essential

• Graduation with 50% marks without any backlog
• Minimum 50% marks throughout education
• Graduation must be through a full-time course

Desired

•  NA

Applicants with an MBA and Engineering background (B.Tech/B.E./Diploma/B.Pharma) will not be considered

Previous Experience

Not applicable

Functional Competencies

• Statutory compliances

Behavioral Competencies

• Verbal and Written Communication Skills
• Responsiveness

Additional Requirements

• Applicant should be mobile pan India as the said role is transferrable  
• Role involves traveling to various warehouses. 
• Proficiency with MS – Office, in particular MS – Excel is mandatory.
• Age to be less than 26  

Document Details

Written By

Durga Prasad Dutta/Ankita Vig

Date

03.06.2017

Validated By

Chetan B Chavan

Date

17.06.2017

Approved By

Date