Job Summary:

The objective of this role is to support the growth of our team across various business units while maintaining strong communication channels with both the Sales and Project Management teams. The Administrator will report directly to the Department Manager. The Key Account Holder will be responsible for managing all administrative tasks related to the Sales and Project Management departments, ensuring that all records, stock levels, and registers are accurately maintained and kept up to date.

Key Responsibilities:

The duties are listed (but not limited to) below the key functions:

1. Customer Relations & Support

• Communicate with customers to identify their needs/expectations and make appropriate adjustments to meet those needs
• Follow up with customers to ensure they receive optimal value from purchased products/services
• Establish communication channels through which customers can send feedback or challenges for prompt resolution
• Conduct surveys to determine customer opinions regarding products/services
• Respond to client inquiries regarding invoices and account-related matters in a professional manner

2. Invoicing & Billing

• Issue invoices and receipts for works done
• Process invoices through SFM (including standard invoices and government tenders) and ensure prompt delivery to clients
• Send payment reminders proactively and confirm payments before project initiation

3. Finance & Accounts Coordination

• Coordinate with the finance team on daily operations
• Assist the accounts team with allocating client payments
• Prepare and distribute account statements accurately and within deadlines
• Successfully handle administrative responsibilities as a Key Account Holder, acting as a link between sales, clients, and the accounts team.

4. Client Account & Contract Management

• Set up client accounts
• Set up and manage client accounts efficiently using SFM (Shireburn), ensuring records and documentation are organized and up to date
• Create and maintain job contracts within SFM with strong attention to detail

5. Operations, Administration & Data Management

• Maintain proper records of all sales, installation operations, and activities for reference purposes
• Update job lists and assign contract/job numbers using Excel
• Maintain a high level of accuracy in data entry and record management across all systems

6. Inventory & Resource Management

• Maintain, track, and ensure adequate unit stock levels
• Ensure all personnel have proper uniforms and required safety equipment

7. Training & Professional Development

• Organize programs for teams to update job knowledge and enhance skills
• Participate in educational workshops to stay up to date on industry developments

The above duties are subject to change based on the needs of the group. This list is not exhaustive and may be adjusted according to the company’s operational requirements.