Sales Coordinator / Personal Assistant

Hedz Recruitment Specialists; Johannesburg; On-site; ZAR 50 000 - 200 000; Full time

Job summary

A recruitment agency is seeking a Sales Coordinator or Personal Assistant in Johannesburg. The ideal candidate will provide exceptional support to the Director and Management Team, ensuring efficient operations. Applicants should have 5+ years of relevant experience, fluent Afrikaans, and strong secretarial skills. Responsibilities include managing communication, scheduling, and financial documentation. This is a full-time permanent role with a focus on professionalism and client service.

Qualifications

• 5 years experience as a Personal Assistant or Sales Coordinator.
• Experience in Finance administration will be advantageous.
• Ability to manage a complex and changing diary.

Responsibilities

• Compile spreadsheets and identify discrepancies.
• Update and distribute telephone lists.
• Manage communication with clients and ensure clear service.
• Process invoices and purchase orders for Management.

Skills

Fluent in Afrikaans (Written and Verbal)

Excellent secretarial skills

Effective communication skills

Interpersonal and organizational skills

Planning and organizing

Education

Matric with PA/ Secretarial/ Office Admin Diploma

Tools

MS Word

Excel

Job description

About the job Sales Coordinator OR Personal Assistant

Our client a Well Established Organisation in the Transport industry is seeking the services of a PA or Sales Coordinator for the Fourways / Roodepoort, Johannesburg, Gauteng Area.

The successful candidate will be expected to provide first class secretarial and administration support to the Director and Management Team.

The successful candidate will be a polished professional, articulate and will really understand the true meaning of providing exceptional executive assistant support at a senior level

Min Requirements:

• Matric with PA/ Secretarial/ Office Admin Diploma or qualifications in a relevant discipline and significant recent experience in a similar role
• Fluent in Afrikaans (Written and Verbal)
• PA experience at Senior Manager/Director level +/- 5 years and OR Sales Assistant or Sales Coordinator experience.
• Experience in Finance administration will be advantageous.
• Demonstrable experience of working with senior management within a fast moving business environment
• Excellent secretarial skills, including fast, accurate minute taking and typing and excellent IT skills including MS Word and Excel .
• Effective communication, interpersonal and organisational skills
• Experience of managing a complex and changing diary with attention to detail and the ability to work speedily and accurately
• The ability to exercise independent judgment and use initiative to make sound decisions and resolve issues.
• A proactive attitude with the ability to forward plan and think outside the box.

Responsibilities

• Compile spreadsheets and identify discrepancies to bring to Management's attention.
• Ensure messages are correct and conveyed timeously
• Update and distribute telephone lists to all Staff at Dealership
• Communicate effectively with clients and have a client service approach.
• Control, monitor and record calls.
• Ensure Customers are directed to the employee to be visited / contacted
• Ensure Customers comfort whilst in waiting period
• Ensure all calls are answered promptly and pleasantly
• Ensure cleanliness of reception area Limit hang-on calls by offering call backs
• Creating processes and procedures to ensure that the day to day running of the department is efficient and effective whilst constantly reviewing these processes and improving.
• Acting as the main point of contact for Director, screening and responding to emails, preparing reports and presentations with a high level of accuracy.
• Diary management including rescheduling and booking meetings, travel booking, venue and catering booking, conference registration and booking, minute taking and briefing management extensively on these.
• Filing documents, reference materials etc in a logical manner and ensuring this is kept up-to-date, accurate and confidentially stored both hard and soft copy; maintaining accurate and up-to-date archiving and Outlook contacts; quick and accurate retrieval of the same.
• Monitoring, receiving, sorting, logging, distributing and sending soft and hard copy mail.
• Arranging and coordinating meetings and other functions or events; attending meetings as necessary, taking minutes where required; transcribing and distributing minutes as appropriate.
• Welcoming guests and other visitors; managing any waiting period so that visitors are comfortable; interacting professionally with external clients and acting as a brand ambassador at all times.
• Processing invoices, purchase orders and expenses for Management.
• Build and maintain strong and effective relationships with external and internal staff in a professional and confidential manner.
• Communication: written and verbal
• Accounting/ Finance skills and understanding
• Planning and organising
• Confidentiality
• Professional image
• Innovative and Proactive
• Energetic and fast paced
• Ability to work under pressure

Job Types: Full-time, Permanent

Experience:

• Personal Assistant / Sales Coordinator: 5 years (Required)