Sales Administrator

Sales Administrator


  • Location Leicester
  • Salary Competitive
  • Contract Permanent
  • Department Watling JCB
  • Division Sales
  • Closing Date 6/6/21

Sales Administrator

Leicester Depot

Main Purpose of the Role:
The main purpose of this role is to respond to Customer Sales enquiries and orders efficiently to ensure we meet the customer demand and expectation. This is a Customer facing role which requires you to build strong Customer relationships within the Sales sector of the business to ensure we provide a first class level of Administrative Customer Service to the Customer.

Sales Department

Responsible to:
Sales Admin Supervisor

 Build strong and positive relationships with customer database and on occasion face to face
 Build and document knowledge about the customer business on an as and when basis
 Feedback any important customer information to the Company
 To present a professional image and portrays a polite and courteous manner at all times in all areas of the department
 Answer all in-coming sales admin and reception overflow calls with confidence in yourself, in your colleagues and in your Company and take ownership of those calls
 To produce machinery invoices on ADP computer system and submit Finance company and/or Customer
 To produce hire and/or miscellaneous invoices on the ADP computer system and submit to the Customer
 For updating the ADP computer system with machinery serial and engine information
 For updating the Manufacturer JDS computer system with machinery location information and release of machinery information.
 For the completion of paperwork or customer visits an helicopter requests to the JCB manufacturers
 For the completion of paperwork for Demo requests to the JCB manufacturers
 To provide reception/switchboard cover on as and when required basis
 Retrieve customer orders via the Sales team and/or e-mail, print and save to company shared computer drive
 Order new machines and/or machine specification change as applicable
 Monitoring machine online status via the Dealer Order Status software
 Create Job Cards
 Allocation of registration numbers to vehicles if required, ARFL & manual system, Also check AFRL, ADP & Spreadsheet, Declarations before Registration.
 Update Salesforce computer system with machine order information, Demo’s Leads, Pending Orders etc.
 To order equipment/supplies from outside suppliers and confirm Serial Numbers on Attachment register
 Book delivery of machine with transport suppliers
 Complete despatch/delivery documentation, print and e-mail as required
 Complete and log CPA forms as required
 Record machine transport movement/s in diary system
 Provide depot/s with the necessary sales machine despatch documentation prior to machine collection/s
 Prepare F91/Lola + COC sales documentation for all new machines being despatched
 Record new machine despatches onto Excel spreadsheet, scan, save and post
 Scanning of monthly machines files
 Assist with National Account Process
 Present a professional image at all times.
 Carry out all work practices in line with company health and safety policy.
 Contribute to overall success of Watling JCB through teamwork and good communication within the company.
 Provide excellent customer service
 To meet and exceed customer expectations whilst maintaining profitability
 Assist Sales Admin Supervisor and Team on a daily basis as required and during holiday periods
 Complete Premier Cover Installation form and apply for Premier Cover as required
 To carry out general Administration, filing, scanning, faxes, emails and various other
 To strictly adhere to company credit control procedures
 To ensure appropriate reporting to Supervisor or Management
 To carry out all work practices in line with company health and safety policy and adhere
to all company policies in accordance with the Company handbook terms and conditions of employment.
 To contribute to the overall success of Watling JCB through teamwork and good communication within the company
 To provide excellent customer service
 All other duties as required to fulfil the role and/or meet the business needs

Directly responsible to:
Sales Admin Supervisor

Working relationships with:
Positions supervised/managed:
Company Board Of Directors
Service Department – Field and Workshop Service Engineers
Parts Department
Sales Department
Finance / Accounts Department
JCB Manufacturer
Depot Managers
HR Manager
Abilities, Skill Set and Experience:

 Proven record of working within a Customer sales environment
 Honest, reliable, trustworthy, good time keeper.
 Ability to work on own initiative.
 Ability to communicate efficiently at all levels – verbally, in print and on the telephone
 Be detail oriented
 Be able to Multitask and handle several Customer demands at any given time
 Be able to manage time and projects effectively
 Be motivated and focused
 Be professional, cheerful, co-operative and flexible at all times.
 Have knowledge and experience in using Microsoft Office Software, ADP Computer System
 Have efficient networking skills

This is a description of the job as it is at present constituted. It is the Company’s practice to
periodically examine employee’s job descriptions and to update them to ensure that they relate
to the job as it is performed, or to incorporate whatever changes are being proposed. This
procedure is jointly conducted by each manager in consultation with the post holder
concerned. It is the Company’s aim to reach agreement to reasonable changes, but if
agreement is not possible management reserves the right to insist on changes to job
descriptions after prior consultation.