Sales Assistant

A position has arisen for a qualified Sales Assistant at an established institution in Pretoria, Gauteng.

Career progression is actively supported for those who show initiative. Leadership is visible and approachable, and good ideas are always welcome. We look forward to receiving applications from candidates who meet the criteria.

Responsibilities

Records Management & Systems

• Maintain both physical and electronic filing systems according to the organisation's file plan and records management policy, ensuring all documents are correctly classified, indexed, and stored for rapid retrieval when requested by management or auditors.
• Process and track incoming and outgoing documentation such as job applications, invoices, purchase orders, and contracts through the appropriate approval workflows, maintaining an accurate document register at every stage of processing.
• Ensure compliance with the Protection of Personal Information Act when handling confidential client and employee records, limiting access to authorised personnel only and securely disposing of documents that have reached their retention expiry date.
• Capture, update, and verify client and employee data on the company's database or CRM system with high accuracy, conducting periodic data quality audits to identify and correct duplicate records, incomplete fields, or outdated contact information.

Reception & Client Liaison

• Manage a multi-line switchboard by answering incoming calls within three rings, screening and directing calls to appropriate departments, and taking detailed messages when colleagues are unavailable including caller name, company, contact number, and nature of enquiry.
• Assist clients and visitors with enquiries in a courteous and helpful manner, providing accurate information about the organisation's services, hours of operation, and locations, and directing individuals to the appropriate department or resource person efficiently.

Office & Administrative Support

• Provide comprehensive administrative support to management by scheduling meetings and appointments, preparing agendas and meeting packs, taking accurate minutes, and diligently following up on action items to ensure timely completion and accountability.
• Coordinate travel arrangements for staff including booking domestic and international flights, accommodation, and car hire, and preparing detailed itineraries with all relevant contact information, meeting schedules, and venue directions.

Requirements

• A well-presented and professional appearance at all times, as the role involves being the face of the organisation to visitors.
• A positive and helpful attitude with a genuine desire to provide excellent service to both internal and external stakeholders.
• The ability to handle confidential information with discretion and maintain the highest standards of integrity and trustworthiness.
• Strong organisational skills and the ability to prioritise multiple tasks while working calmly and efficiently under pressure.
• Strong verbal and written communication skills in English, with ability to interact professionally with clients and colleagues.
• A minimum of one to two years of experience in an administrative or reception role within a professional office environment.
• Proficiency in the Microsoft Office suite including Word, Excel, Outlook, and PowerPoint with ability to produce well-formatted documents.

Qualifications

Grade 12 with Proven Administrative Experience