Sales Administrator

The Sales Department Administrator is responsible for providing high-level administrative support to the sales department. This includes managing communications, preparing reports, ensuring documentation accuracy, and assisting with client onboarding and sales processes. The role also involves maintaining organizational efficiency and aligning with Neo-Ai Technologies' business goals.
Core Competencies
• Strong administrative and organizational skills.
• Proficiency in written and spoken English.
• Detail-oriented with the ability to manage multiple tasks simultaneously.
• Proficiency in Microsoft Office Suite and other relevant software (e.g., Monday.com).
• Own transport is preferred.
Duties and Responsibilities
1. Emails, Communication & Instructions
• Respond to requests and emails within one working day.
• Provide timely feedback on email inquiries and requests.
• Follow instructions from the Business Development HOD and senior management.
2. Reports
• Prepare weekly sales dashboards and monthly sales reports for the HOD and executives.
3. Filing & Document Management
• Maintain a directory of company documents and templates.
• Organize and file all Business Development Department documents.
• Assist with meeting agendas, bookings, and minutes.
• Update client information on Monday.com as needed.
4. Pre-Sales Support
• Attach all relevant documents, quotes, and notes to the system before client submissions.
• Ensure quotes are approved and involve relevant parties for sign-off.
5. Sales Support Administration
• Assist in preparing quotations, proposals, and tenders.
• Obtain supplier pricing and update necessary templates and catalogues.
• Follow up on client documentation and approvals.
6. Quote Acceptance
• Ensure all documents are signed and contracts loaded on Monday.com.
• Update the Master Finance sheet.
7. Quote Conversion
• Convert quotes to jobs on Monday.com.
8. Tenders
• Assist with sourcing and securing tender documents for large projects.
9. Lead Management
• Handle inbound leads via telephone, website, or social media.
• Gather and provide accurate information for prospective leads.
10. Rental agreement Document Submission
• Manage rental/finance documentation submission, follow-ups, and approvals.
• Capture serial numbers and notify stakeholders about outcomes.
11. Contracts & Onboarding
• Finalize and submit contracts and billing schedules.
• Assist in gathering new client information and supporting documents.
• Manage the client onboarding process.
12. Appointments & Calendar Management
• Schedule and maintain the Business Development HOD calendar.
• Record and follow up on meeting minutes and deliverables.
13. Meeting Minutes
• Record, type, distribute, and file meeting minutes.
14. Presentations
• Create presentations as required by management.
15. Commission Structure Management
• Populate and submit commission reports to Payroll.
• Provide feedback on commission requests and outcomes.
16. Proof of Concept
• Manage proof-of-concept agreements and feedback reports.
• Prepare monthly schedules of ongoing and concluded proof-of-concept activities.