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Sales Administrator

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Location: Naval Base, Western Australia, Australia
Job ID: R0003520
Date Posted: Sep 13, 2021
Segment: Construction Machinery
Business Unit: Hitachi Construction Machinery
Company Name: H-E Parts International Crushing Solutions Pty Ltd
Profession (Job Category): Customer_ServiceCommunications & Corporate Affairs
Job Type (Experience Level): Experienced
Job Schedule: Full time
Remote: No

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  • The purpose of this position is to provide administration support to the Sales department using best practice standards and policies set out by the Sales Department.


  • Conduct all activities in a safe manner whilst adhering to HEPICS SH&E policies and statutory regulations and alerting others regarding potential concerns.
  • Ensure adherence to the HEPICS Quality Assurance system and that all documentation under your control conforms to HEPICS Quality and Management Systems.


Provide sales administration support to the WA Sales Manager, the Overseas Sales Manager and their respective Account Managers as required. Familiarise yourself with allocated customer’s sales history, site location, machines and relevant contacts. Build and maintain relationships with relevant site contacts. Answer telephone calls which are directed to the sales department (occasionally provide relief for reception calls if needed). Processing quotes, orders and invoices. Send out quotes in a timely manner. Create and maintain customer usage reports and data bases. Liaise with technical staff and the estimators/project managers to identify parts or specific customer requirements. Raise P&A request with purchasing when quotes are needed. Liaise with purchasing to ensure parts are being delivered as promised. Inform customers if orders will be late as soon as delays are apparent. Follow up on outstanding quotes when due to expire. Liaise with Stores department to ensure goods are dispatched as per the customers’ requirements Assist Account Managers to achieve sales targets. In conjunction with the relevant Account Managers, create spreadsheets to track site orders and ensure sites requirements are met. Maintain sales filing and records to a high standard. Provide relief to the other sales administrators (and similar roles) if required. Produce sales reports as required. Maintain excellent working relationships with all internal and external customers and ensure the Sales Department provides excellent customer service. Occasionally other duties as may be reasonably directed by your Manager.


This position will be required to discuss work related choices with the WA Sales Manager and the Overseas Sales Manager or delegate regarding decisions that will directly impact the department.


  • Customers
  • WA Sales Manager
  • Overseas Sales Manager
  • Account Managers
  • Manufacturing team
  • Technical Manager
  • Engineering Manager
  • Warehouse Manager
  • Service team
  • Procurement team
  • Suppliers


Computer literate with knowledge of ERP software (Pronto preferred) as well as Microsoft products, Word, Excel, Project. Well-developed verbal and written communication skills. Previous experience working in a busy, hands on environment. Professional presentation and highly developed telephone skills. Proven ability to work unsupervised and show initiative. Proven ability to deal with pressure. Demonstrated “people” skills and the ability to converse well with customers. Demonstrated conflict resolution skills. Previous experience in a sales environment, dealing with internal and external customers. Experience dealing with large mining companies and their ERP systems. Experience using ERP – Pronto. Experience using CRM – Salesforce.


  • Well-developed inter-personal and verbal communication skills.
  • Good understanding of sales and relationship management.
  • Ability to produce sales reports.
  • Excellent attention to details and commitment to producing accurate results.
  • Ability to work in a team environment.
  • Ability to respond to a changing work environment.
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