Main Purpose of Job
- The Sales Assistant plays a critical role in supporting the National Sales Managers and the broader Sales Department by ensuring smooth administrative, operational, and coordination processes.
The role focuses on:
- Maintaining accurate systems and reporting
- Managing financial administration (invoices, expenses, payments)
- Supporting sales operations and customer account processes
- Coordinating meetings, travel, and events
- Ensuring compliance and operational efficiency within the department
Key Job Responsibilities:
Sales Operations & Administrative Support:
- Provide day-to-day administrative support to the NSMs and Sales team
- Maintain and update sales department systems, reports, and databases
- Manage and update key reports
- Assist with onboarding administration and coordination of new employees
Financial Administration & Account Management:
Process invoices for payment, including:
- Obtaining approvals
- Capturing and tracking payments
- Following up on outstanding purchase orders
Manage expense submissions:
- Validate supporting documentation
- Ensure correct cost allocations
- Highlight discrepancies and drive resolution
- Facilitate customer payments and assist with account management processes
Sales Department System Maintenance:
Ensure all sales-related systems and tools are:
- Updated
- Accurate
- Fully functional
- Support ongoing system improvements and data integrity
Meeting & Diary Coordination:
Manage NSM calendars and scheduling
Coordinate and set up meetings, including:
- Booking boardrooms and venues
- Arranging catering and refreshments
Attend meetings where required:
- Take minutes
- Track actions and follow-ups
- Support strategic sessions and planning meetings
Travel & Event Coordination:
Coordinate all NSM travel arrangements:
- Flights
- Car hire
- Accommodation
Assist with conference and event planning, including:
- Venue sourcing and site inspections
- Coordination of suppliers and logistics
- Preparation and setup for conferences
Travel is compulsory for:
- Conference preparation
- On-site event support and execution
Compliance & Governance:
- Conduct department compliance checks
- Review expenses and identify incorrect cost allocations
- Ensure adherence to company policies and SOPs
- Assist with updating SOPs where required
Interdepartmental Collaboration:
- Liaise with internal departments (Finance, Marketing, Operations, etc.)
- Ensure alignment and smooth execution of cross-functional activities
Additional Support to NSM’s:
Assist with:
- Approval workflows and expense tracking
- Administrative follow-ups
- Strategic and operational tasks as required
Minimum Requirements
QUALIFICATIONS & EXPERIENCE:
- Relevant tertiary qualification (Business, Operations, or similar)
- 1–2 years’ experience in an administrative or sales support role
SKILLS:
- Strong administrative and organisational skills
- Financial administration (invoices, expenses, tracking)
- Excel and Microsoft Office proficiency
- Meeting coordination and minute-taking
- Sales operations support
- Strong attention to detail
- Ability to manage multiple priorities
PERSONAL CHARACTERISTICS:
- Highly detail-oriented
- Professional and confident communicator
- Deadline-driven and organised
- Adaptable and proactive
- Able to work independently and within a team
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