Internal Sales & Contracts Administrator

Job Description

Position Summary.

This Melbourne‑based role is a 4 month fixed term contract, supporting National Sales and Contracts Administration for Rotork’s national sales operations. The position proactively manages customer enquiries, processes orders, prepares quotations, coordinates factory purchase orders and ensures contractual obligations and delivery commitments are achieved. 

The role operates in a fast-paced environment and provides responsive customer service while supporting sales growth and customer satisfaction.

Key Responsibilities and Expectations

• To provide exceptional levels of Customer Service
• To respond swiftly and accurately to all customer queries within pre-agreed timescales
• Produce Sales Quotations, Pre-qualification documents, Technical Proposals and any other form of information required by the customer / potential customer
• To maximise the potential of key accounts and new business with existing and new customers
• Use existing procedures to solve routine or standard problems
• Work under supervision and direction from the Inside Sales Supervisor / Customer Service Manager

Inside Sales

• Review, with assistance, customer RFQ applications/specifications and prepare technical proposals/responses.
• Generate quotations for all divisional products in response to customer RFQ’s.
• Maintaining accurate records of all quotation and contractual information.
• Review customer purchase orders against sales quotations to ensure that the information is complete, correct, concise and organised.
• Communicate with factories and review order promise dates and adjust were necessary based on the latest information - with the aim of on time in full delivery.
• Communicate with customers for the jobs associated with projects and bring them up to date as needed.
• Liaise with the Workshop Team Leader / Supply Chain team Leader and/or RS Manager for any factory fit and/or site work needed for jobs related to projects.
• Work with the sales team to gather customer information required to complete a contract.
• Provide a seamless/cooperative interface between the customers’ requirements and the Rotork factories and local fulfillment / operations.
• Liaison with other Company functions such as Contracts, Production Planning, Engineering, Accounts, and Shipping to ensure fulfillment of the customer requirements.
• Coordinating documentation, customer queries, and expediting response to customers.
• Participating in internal and occasional external meetings with customers, inspectors, and expeditors.
• Perform other duties as assigned.
• Collaborate with the Customer Service Manager to identify and implement best practices throughout the Company.
• Assist in training of other employees as needed from time to time.

Contracts Administration

• Be a principle point of contact with customers for all queries relating to sales orders.
• Register and process customer orders into sales orders.
• Prepare and raise purchase orders on our suppliers (factories) for sales order fulfillment and stock replenishment.
• Accept and review the factory Order Confirmation, ensuring the accuracy of all data contained within it.
• Review sales order promise dates and adjust where necessary based on the latest information from purchasing, never allowing orders to go late.
• Communicate with factories on orders with delivery issues and escalate orders where appropriate to the Customer Service Manager for further follow-up.
• Expedite suppliers on a regular (weekly) basis to ensure on time delivery of purchased items and run delivery performance reports as part of supplier performance evaluation.
• Organise the provision of technical schematics, drawings and administrative response to Project Contracts and Sales Orders as required by the conditions of the job.
• Maintain accurate records of all contractual information.
• Assist and booking of parts into job costing where relevant.
• In conjunction with the Customer Service Manager, identify opportunities where work practices need formally defining and help develop any relevant processes and procedure documents.

Qualifications

Qualifications & Technical knowledge:

Essential

• Commercial awareness or a background in Customer Service
• Experience of using ERP systems

Desirable

• Degree or mechanical engineering qualification or equivalent
• Understanding of engineering drawings
• Experience of the valve industry
• Knowledge of material pricing

Personal Specification:

Essential

• Ability to build strong relationships with customers and other internal departments to ensure customer requirements are met to the full
• Good attention to detail and ability work under pressure
• Good communication skills, customer focused, ability to multitask and good at executing tasks
• Ability to approach challenges with a proactive mindset and find solutions to problems
• Experience in a contractual environment and understanding of implications of contract law.
• Good communication skills, customer focused, strong multitasker and good at executing tasks
• High level of data input accuracy
• Ability to work independently and part of a wider team

Additional Information