Retail Key Account Administrator

Job Purpose:

The Key Account Administrator will provide critical administrative support to the Key Account Manager and Key Account Executive, ensuring the smooth and efficient execution of daily, weekly, and monthly tasks. This role requires exceptional organizational skills, attention to detail, and the ability to manage multiple responsibilities in a fast-paced environment. The successful candidate will liaise with internal teams and clients, assist with data management and reporting, and support key account operations to enhance overall efficiency.

Key Competencies:

1. Strong interpersonal and communication skills
2. Ability to manage multiple tasks and meet deadlines
3. Excellent business etiquette and professionalism
4. High level of accuracy in clerical and administrative responsibilities
5. Proactive problem-solving and organizational abilities

Key Responsibilities:

Administrative & Operational Support

1. Provide comprehensive administrative support to the Key Account Manager and Key Account Executive.
2. Accurately capture and analyze data for reporting and decision-making purposes.
3. Create, update, and maintain reports with a high level of accuracy.
4. Ensure timely and professional communication of information internally and externally.
5. Maintain and organize office documentation, client records, and filing systems.
6. Assist in preparing presentation materials and meeting documentation.
7. Capture and distribute meeting minutes, ensuring follow-up on action points.

Client & Order Management

1. Process client orders accurately from receipt to delivery, ensuring all requirements are met.
2. Proactively follow up on orders, track progress, and provide updates to clients and internal teams.
3. Act as a professional liaison between clients and internal departments, ensuring effective communication and problem resolution.
4. Maintain up-to-date client listings and evaluate client needs.
5. Visit stores monthly to gather insights and submit relevant reports.

Office Coordination & Task Management

1. Plan, schedule, and coordinate meetings, presentations, and office events.
2. Manage incoming and outgoing communications, including letters, emails, and memos.
3. Send reminders regarding appointments, deadlines, and upcoming meetings.
4. Monitor and maintain office equipment, ensuring functionality and efficiency.
5. Suggest improvements to office workflow and administrative processes to enhance efficiency.
6. Ensure the designated showroom section is clean, organized, and up to date.
7. Maintain a high standard of professionalism in all interactions with staff, clients, and stakeholders.

Requirements & Qualifications:

1. Minimum Matric (Grade 12); a relevant NQF8 qualification or Bachelor’s degree is preferred.
2. Proven experience in an administrative role, preferably in a key account or sales environment.
3. Valid South African driver’s license and own reliable transport (store and client visits required).
4. Excellent verbal and written English communication skills.
5. Proficiency in Microsoft Office Suite, particularly MS Excel (intermediate to advanced level).
6. Strong typing and data entry skills with high accuracy.
7. Ability to prioritize tasks, manage deadlines, and work efficiently under pressure.
8. Experience with customer service and client liaison.
9. Detail-oriented with strong organizational and problem-solving skills.
10. Professional demeanor, with the ability to handle confidential information with discretion.
11. Familiarity with common office equipment (printers, copiers, fax machines, etc.).