Administration Assistant at West Coast Personnel

• We are looking for a highly organized and detail-oriented Administration Assistant to join the team. This role is ideal for someone who thrives in a fast-paced environment, enjoys supporting sales operations and is passionate about delivering exceptional customer service. A motivated individual who takes ownership of their role, supports team success and is eager to learn.

Key Responsibilities:
Administrative Duties

• Process all customer orders accurately within 24 hours of receipt
• Manage and maintain email inboxes and monitor customer portals (e.g. Takealot, Yuppiechef, Leroy Merlin) daily
• Ensure all orders are captured correctly with no duplication or omissions
• Issue and distribute tax invoices (excluding online portal clients)
• Communicate stock availability, pricing discrepancies, and back orders with customers promptly
• Maintain and update dispatch sheets, ensuring all documentation is complete and audit-ready
• Assist with stock reservations and backorder processing
• Monitor upfront payment orders and follow up on outstanding payments and collections
• Ensure filing is accurate, complete, and up to date for audit purposes
• Answer incoming calls professionally and provide excellent customer service
• Welcome visitors and provide refreshments as needed
• Create and maintain task-specific SOPs

Sales Support

• Assist the sales team with quotations, product information, and customer queries
• Stay up to date with product knowledge to effectively promote features and benefits
• Provide accurate pricing, promotion, and product information
• Upsell and recommend suitable products to customers
• Resolve order and inventory issues efficiently
• Communicate customer feedback and liaise with the sales team
• Assist with quarterly stock takes (including occasional late working hours)
• Support audit preparation, including Nedbank audit requirements

Requirements

• Matric
• Strong attention to detail with excellent accuracy
• Ability to prioritize tasks and meet strict deadlines (48-hour turnaround times)
• Proactive problem-solver with the ability to use initiative
• Excellent verbal and written communication skills
• Strong customer service and relationship-building abilities
• Resilient, reliable, and highly organized
• Strong analytical and critical thinking skills
• Ability to work effectively under pressure
• Advanced computer skills (Outlook, Excel, PowerPoint, Internet)
• Team player with a positive and supportive attitude
• Passion for cooking and/or cooking gadgets is essential