Purpose of the role:

A Part Sales Administrator is responsible for providing customer service and performing various administrative tasks at HCMZ to ensure smooth operations at the service counter and contribute to customer satisfaction and business success.

Reports to: Parts/Warehouse Supervisor.

Branch: Lusaka x1, Kitwe x1, Kansanshi x1, Lumwana x1

Key Duties and Responsibilities:

The Part Sales Administrator will be required to perform the following tasks:

Customer Assistance

• Interact with customers and provide assistance by answering inquiries, addressing concerns, and offering product or service information.
• Strive to ensure a positive customer experience and handle customer complaints or issues in a timely and satisfactory manner.

Order Processing

• Process customer orders, whether they are for products or services.
• Accurately record customer information, itemize purchases, calculate costs, and handle payment transactions.
• Coordinate with other departments such as finance to fulfill orders or arrange appointments.
• Ensure the accuracy of transactions and issue receipts.
• Responsible for maintaining the security and integrity of the transaction taking place.

Inventory Management

• Monitor stock availability, track product movements, and place orders with inventory controllers to ensure sufficient inventory.

Administrative Tasks

• Perform various administrative duties, including record-keeping, data entry, and filing.
• Assist in preparing reports, maintaining customer databases, and updating documentation related to sales, transactions, or customer interactions.

Product Knowledge

• Possess knowledge of the products and services offered by the organization to provide accurate information to customers and recommend suitable products or services based on customer needs.

Adherence to Policies and Procedures

• Adhere to company policies and procedures regarding customer service, sales, and security.
• Follow guidelines for cash handling, refund or exchange processes, privacy protection, and any other relevant protocols.

Multitasking and Time Management

• Effectively multitask, prioritize tasks, and manage their time to ensure efficient customer service. While completing administrative duties.

Communication and Teamwork

• Collaborate with colleagues, supervisors, and other departments.
• Communicate effectively to relay information, coordinate tasks, and resolve issues.
• Contribute to a positive team environment and actively participate in training programs or meetings as required.

Qualifications & Experience

• Must have a Full Grade 12 Certificate.
• Minimum of a Diploma in Purchasing and Supply/Business Administration or related field.
• Minimum of 3 years’ experience in Parts sales or in a related industry
• Experience in Equipment Industry is an added advantage.

Job Specific Competencies

• Good communication skills
• Proficient in computer skills (MS Excel and MS Word) and able to use MS Dynamics AX
• Excellent Organizational Skills.
• Attention to detail.
• Customer Relations Skills