Sales Team Coordinator & Executive Assistant

Chainlink Recruitment; Germiston; On-site; ZAR 200 000 - 300 000; Full time

Job summary

A recruitment agency in Gauteng, South Africa, seeks a Sales Team Coordinator with Executive Assistant skills. This role requires providing administrative support to the Sales Director, managing complex travel arrangements, and ensuring smooth sales operations. Ideal candidates will have a Bachelor's Degree and 3–5 years' experience in an administrative role. Strong organizational and communication skills, along with proficiency in CRM and ERP systems, are essential. This is a permanent position offering a dynamic work environment.

Qualifications

• 3–5 years’ experience in a coordination, Executive Assistant, or administrative role.
• Experience supporting executives and/or sales & marketing teams.
• Ability to work independently with minimal supervision.

Responsibilities

• Provide high-level administrative support to the Sales Director.
• Manage complex business and international travel.
• Coordinate proposals, bids, tenders, and supporting documentation.

Skills

Strong organizational ability

Excellent communication skills

Proficiency in CRM and ERP systems

Intermediate to advanced Excel skills

Education

National Diploma or Bachelor’s Degree in Business Administration or related field

Tools

HubSpot

Syspro

Job description

Job Specification – Sales Team Coordinator / Executive Assistant

Location: Bedfordview

Contract Type: Permanent

Salary: Negotiable

Role Overview

We are seeking a highly professional, self?driven Sales Team Coordinator with strong Executive Assistant capabilities. This role supports the Sales Director and the broader Sales & Marketing function during a period of departmental restructuring. The ideal candidate is a proactive operator who can take ownership, manage complex travel, coordinate high?level communication, and ensure seamless execution of sales operations.

This position requires someone who thrives in a fast?paced, project?driven environment and can confidently step into a leadership?support role without constant supervision.

Key Responsibilities

Executive Support

• Provide high?level administrative support to the Sales Director
• Manage complex business and international travel (flights, accommodation, visas, itineraries)
• Anticipate needs, resolve issues proactively, and reduce administrative burden on the Director
• Prepare professional correspondence, reports, presentations, and briefing documents

Sales Operations Coordination

• Coordinate proposals, bids, tenders, and supporting documentation
• Track actions, deadlines, and deliverables across the Sales team
• Support sales reporting, dashboards, and pipeline updates
• Escalate risks, delays, or bottlenecks proactively

Systems & Process Administration

• Maintain and update CRM and ERP systems (e.g., HubSpot, Syspro)
• Ensure data accuracy, version control, and documentation compliance
• Troubleshoot basic system issues and elevate when necessary
• Support digitalisation and process automation initiatives

Communication & Stakeholder Engagement

• Act as the communication hub between Sales, Finance, Projects, Marketing, and Engineering
• Facilitate information flow and ensure alignment across departments
• Build strong internal relationships to support problem?solving and execution
• Communicate sales priorities clearly and timeously

Travel & Logistics Management

• Coordinate all travel for the Sales team
• Ensure cost?effective bookings aligned with company policy
• Track travel expenses and manage reconciliations
• Handle last?minute changes with professionalism and urgency

Document & Data Management

• Prepare, format, and manage proposals, presentations, and sales documentation
• Maintain secure and organised records of contracts, agreements, and correspondence
• Ensure confidentiality and compliance with documentation standards

Continuous Improvement & Problem?Solving

• Identify operational inefficiencies and propose improvements
• Support implementation of new tools, workflows, and processes
• Monitor progress against targets and report on improvements

Minimum Qualifications & Experience

• National Diploma or Bachelor’s Degree (Business Administration, Sales, or related field preferred)
• 3–5 years’ experience in a coordination, Executive Assistant, or administrative role
• Experience supporting executives and/or sales & marketing teams
• Experience in engineering, capital equipment, or project?driven environments (advantageous)
• CRM and ERP proficiency (HubSpot, Syspro, or similar)
• Intermediate to advanced Excel and reporting skills
• Excellent written and verbal communication skills
• Strong organisational and multitasking ability
• Ability to work independently with minimal supervision

Behavioural Competencies

• Vibrancy & Energy: Positive, enthusiastic, and responsive
• Agility: Adapts quickly to change and shifting priorities
• Attention to Detail: High accuracy in documentation and coordination
• Systems Fluency: Confident navigating CRM, ERP, and MS Office
• Confidentiality & Professionalism: Handles sensitive information with integrity
• Problem?Solving & Ownership: Takes initiative and follows through