General Description

Support the Sales Department with any administrative tasks primarily relating to client facing activities:

Sales administrator/support

• Support the Sales Representatives (2) by producing estimates in a timely manner; ensure adequate sales service is provided, as and when required
• Provide occasional support to other Sales Representatives in the Sales Team
• Request customer numbers following procedures indicated in the RWS RI SOP
• Create and maintain clients’ profiles in ATLAS
• Create Project numbers in ATLAS
• Update price grids / fee schedules
• Upload and update the clients’ contract information
• Keep track of sales activities
• Compile both internal or external monthly / quarterly reports and trackers
•  Launch incoming projects into production
•  Be the first point of contact for requests from new clients (non-allocated accounts), which are then referred to the relevant sales person
•  Be the first point of contact for potential clients requesting information about RWS RI. This would entail giving a brief presentation over the phone and referring the request to the relevant sales person
• Prepare sales letters, mailings, presentations, client references, and updates upon Sales Representatives requests, as well as preparing or Monthly reports for clients if applicable
• Proofread marketing and RFP materials upon request
• Organise client / internal events
• Attend weekly sales meetings, and take minutes if needed
• Organise Sales Representatives' trips abroad (travel and hotel bookings), as well as reservations for client lunches
• Provide coverage and support for the Sales team in their absence (quotes, contact with the clients, launching projects into production, etc)
• Carry out other ad-hoc administrative duties for the sales department
   
  Invoicing
   

• Send requests for job closing to the Operations Team
• Arrange pre-approval of draft invoices for the Sales Representatives
• Edit draft invoices and send to Sales Representatives for final approval
• Liaise with finance department to arrange local tax invoice
•  Follow up with collection of invoices to support Sales Representatives
•  Chase POs for clients, if applicable
• Liaise with the collection/credit control department  if necessary
• Liaise with client and billing department for returned invoices
• Liaise with billing department for write offs
   
  Profilo

• Excellent personal presentation and communication skills
• Excellent Oral and writing in a Native language (other than English – depending on the location based)
• Good reading and written English
• An excellent team player due to the close working relationship with the Production and Sales teams.
• Very good interpersonal skills
• Competent computer skills with a thorough knowledge of the Microsoft packages (Word, Excel and PowerPoint).  The role involves a daily use of company-specific software and/tools
• Results-driven, focused on achieving RWS RI’s strategy and objectives.
• Attention to detail to ensure quotes and invoices amounts are correct and accurate