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 the 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 the waiting period.
• Ensure all calls are answered promptly and pleasantly.
• Ensure cleanliness of the reception area and limit hang-on calls by offering call backs.
• Create processes and procedures to ensure that the day-to-day running of the department is efficient and effective while constantly reviewing these processes and improving.

• Acting as the main point of contact for the 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.

Critical Competencies

• Communication: written and verbal.
• Accounting/Finance skills and understanding.
• Planning and organising.
• Managing workload.
• Administration experience.
• Excellent computer literacy (MS Office, Excel).
• Confidentiality.
• Professional image.
• Innovative and proactive.
• Energetic and fast-paced.
• Ability to work under pressure.

Job Types: Full-time, Permanent

Salary: R23,000 - R25,000.00

Experience:

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