Administrator at Crystal Recruit

Responsibilities

• Receipt of inquiries
• Registration of inquiries and or Regrets
• Allocation of registered inquiries to estimate staff
• Follow up with estimation staff Sales person to ensure inquiries have been responded to
• Trigger follow-ups to salesperson and update follow-up register
• Maintain an online register of inquiries received, quoted, followed up, and confirmed
• Register LPOs / Order Confirmation received
• Ensure order confirmation has been sent to the client by the Sales Person
• Trigger payment requests to Sales Person and ensure payments are received and the invoice
• Ensure the transfer of documents from the Sales team to the production team
• Follow up with the production team regarding drawings for approval and transfer of same to the sales team for forwarding to the client
• Ensure all site service requests have been registered by the relevant persons and required forms filled out prior to release to staff to go to the site
• Ensure site services forms are received and saved after the site visit is complete If additional site visits are required, ensure the same is done
• For AMC services maintain the register of AMC and due dates and trigger site service on the due date
• Trigger Sales Team to initiate customer FAT and follow up on agreed payment terms
• Initiate invoicing
• Co-ordinate with Logistics for delivery and/or collection of goods
• Trigger material sourcing to the production team while awaiting drawing approvals
• Trigger the sales team to get approved drawings and ensure the same is forwarded to the production team
• Liaise with Sales Team, Production team, and Procurement to ensure items that have to be procured are ordered and received in time
• Maintain register tracking above activities
• Trigger production team to start production once approved drawings have been received and
• commercial conditions fulfilled
• Follow up with production on the timelines agreed
• Trigger Quality Check and testing once the product is ready and ensure relevant forms are filled and signed off
• Trigger material check with the relevant team
• Maintain register tracking above activities

Key Skills &Qualification

• Impeccable verbal and written communication skills
• Degree/Diploma in Business Administration/Project Management or equivalent
• Familiarity with project management methodologies.
• Good in report writing
• Ability to coordinate activities of different teams to deliver requirements agreed upon with the client
• Problem-solving skills to propose mutually beneficial solutions
• Proficiency with word processing, spreadsheet, and presentation software
• Must have 3 years experience as an office administrator or related administrative experience