Sales Secretary (Receptionist)

The Recruitment Guy (Pty) Ltd; Newcastle; On-site; ZAR 50 000 - 200 000; Full time

Job summary

A respected ICT business services leader is seeking a highly organised and service-driven Sales Secretary / Receptionist. This role involves managing the front desk, assisting the sales team, and ensuring efficient administrative support. The ideal candidate has Matric, 2–4 years of experience in an administrative role, excellent communication skills, and proficiency in MS Office. Join a dynamic environment in Newcastle focused on customer satisfaction and sales productivity.

Qualifications

• 2–4 years administrative or sales support experience, preferably in an ICT environment.
• Proficient in handling customer queries and supporting a sales team.
• Ability to work under pressure while maintaining professionalism.

Responsibilities

• Manage the front desk and respond promptly to customer queries.
• Coordinate the sales team’s daily schedules and activities.
• Capture and manage financial and non-financial sales data.

Skills

Organizational skills

Communication skills

Proficiency in MS Office Suite

Customer service experience

Multitasking skills

Education

Matric / Grade 12

Job description

Sales Secretary (Receptionist) required in Newcastle.

A respected ICT business services leader is seeking a highly organised and service-driven Sales Secretary / Receptionist to support their Sales Manager and sales department in Newcastle.

This role is ideal for a dynamic individual who thrives in a structured, customer-facing environment and enjoys coordinating people, information, and processes.

The position requires exceptional administrative, communication, and organisational skills, along with a proactive approach to supporting sales productivity and customer satisfaction.

Duties and Responsibilites:

• Reception & Customer Interaction
  • Manage the front desk: welcoming visitors, directing calls, and handling general reception duties.
  • Respond promptly to customer queries via phone and email.
  • Provide after-sales support and assist in resolving customer complaints or requests.
  • Liaise with clients to arrange appointments, follow-up visits, deliveries, and updates.
• Sales Administration & Coordination
  • Coordinate the sales team by managing daily schedules, follow-ups, and activity planning.
  • Handle urgent calls, emails, and messages on behalf of Sales Representatives when they are unavailable.
  • Assist the sales team by arranging meetings, follow-ups, marketing events, and client visits.
  • Develop and maintain comprehensive filing systems relating to sales activities, documents, contracts, and reports.
• Sales Reporting & Data Management
  • Capture, store, and manage financial and non-financial sales data in electronic systems.
  • Maintain the integrity of information within the Cloud Quote system.
  • Prepare and submit weekly reports to management, including:
  • Daily activity reports
  • Weekly quote reports
  • Weekly approval reports
  • Monthly sales reports
  • Generate sales performance reports and assist sales management with data-driven insights.
• Documentation, Contracts & Tenders
  • Draw up contracts for Sales Representatives.
  • Maintain deal files to ensure every sale is complete, compliant, and well-documented.
  • Complete tender documents accurately and professionally.
  • Assist the finance department by preparing and submitting relevant financial documentation.
• Support to Sales Manager & Senior Management
  • Provide day-to-day administrative support to the Sales Manager.
  • Attend essential sales training sessions to maintain a strong understanding of products, solutions, and pricing.
  • Assist in coordinating training, meetings, and schedules for the sales team.
  • Collaborate with senior management in weekly strategic meetings with up-to-date, accurate reports.
• Additional Responsibilities
  • Assist with Stores function during the absence of the Stores Controller.
  • Obtain meter readings from clients.
  • Coordinate with technical, logistics, and finance departments to optimise sales workflow and service delivery.

Requirements:

• Matric / Grade 12 (essential).
• 2–4 years administrative or sales support experience, ideally in an ICT, technical, corporate, or customer service environment.
• Strong organisational, coordination, and multitasking skills.
• Excellent communication skills (written & verbal).
• Proficiency in MS Office Suite (Excel, Word, Outlook) and digital filing systems.
• Experience handling customer queries and supporting a sales team.
• Ability to work under pressure while maintaining professionalism and accuracy.
• Strong attention to detail and a high level of accountability.

Key Competencies:

• Professional communication and customer-facing skills.
• High level of accuracy and attention to detail.
• Ability to prioritise tasks and manage time effectively.
• Strong interpersonal skills and ability to work across multiple departments.
• Proactive, disciplined, and solutions-driven approach.
• Team player with a positive and supportive attitude.