Sales Administrator

The Sales Administrator will carry out the administrative and support functions of the Sales Department as well as supporting the Sales Administration team.  The Sales Administrator must be able to multitask and be prepared to manage a wide variety of responsibilities on a daily basis.  This position reports directly to the Director of Sales Administration and works with his/her direct reports on all general administration.

ESSENTIAL FUNCTIONS

• 30%  Full support to sales representatives on daily order entry functionality entering Customer Sales orders/ Purchase Orders/Sales support
• 15%  Issuing customer confirmations/passings
• 30%  Processing invoices ERP/EDI
• 10%  Handling returns, rejections, credit requests
• 10%  Support to Director, Admin Team, Finance Team and others as needed
• 5%  Sales reports, customer reports

SUPPORTIVE FUNCTIONS

In addition to performance of the essential functions, this position may be required to perform a combination of the following supportive functions, with the percentage of time performing each function to be solely determined by the supervisor based upon the particular requirements of the company.

• Handle incoming emails, calls and correspondence, alerting sales reps and other parties as necessary to any urgent issues.
• Check that orders include the correct prices, discounts and product numbers and enter them into AX against PO (EDI, email, fax, etc.)
• Send confirmation to customers and contact them to check any details that may be wrong or to obtain missing information.
• Communicate with DC Ops, Gatekeepers and logistics departments on ship/delivery dates
• Maintain sales records and update customer records. Comply with attaching all back up/document handling to customer accounts in ERP (Dynamics AX) as well as to individual Sales Orders
• Supply any reports for power point presentation or product information that reps need for meetings.
• Contributes to quality customer service and helps the sales team meet its targets.
• Work with Admin Team, Sales and IT on ERP/EDI initiatives, mappings, etc.

OTHER DUTIES

Will be required to perform other duties as requested, directed or assigned.  Regular attendance in conformance with the standards, which may be established by Village Farms International, Inc. from time to time, is essential to the successful performance of this position.

• Sales Admin support when sales admin staff is unavailable, sick and out of office
• Support to Sales/Grower Relations/Finance/Marketing/Operations as needed.

SAFETY REQUIREMENTS:

Personal Protective Equipment (PPE) may be required when performing work duties that may have the potential of risk to your health or safety.  The Company will provide the required PPE.  Employees will be trained in the proper use and care of any assigned PPE.  It is your responsibility to report defective, damaged or lost PPE, or equipment that does not fit properly to your Supervisor.

• This position operates in a professional office environment.  This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.

ORGANIZATIONAL RELATIONSHIPS:

Positions directly reporting to this position (titles): 

• None

SPECIFIC JOB KNOWLEDGE, SKILL AND ABILITY

The individual must possess the following knowledge, skills and abilities and be able to explain and demonstrate that he or she can perform the essential functions of the job, with or without reasonable accommodation.

• Ability to organize and prioritize work and meet deadlines.
• Ability to exercise professional judgment and decision-making.
• Ability to communicate effectively with others in a team environment
• Proficient in Microsoft Office, database management, ERP system and administrative support.
• Familiarity and experience with commonly used EDI documents (purchase orders, shipping notices, invoices, etc.)
• Ability to communicate with IT on ERP/EDI platforms
• Ability to deal with sales teams and customers.
• Excellent time-management skills are required, as well as the ability to handle multiple projects and priorities.
• Must be organized, flexible, and professional and work well alone or as a member of a team.

QUALIFICATION STANDARDS:

EDUCATION

• College degree preferred, but not required.

EXPERIENCE

• Minimum 2 – 5 years previous experience in Sales Administration or related field
• EDI experience required
• ERP/Dynamics AX (Axapta) experience is a plus