Sales & Accounts Assistant

This role combines Sales Administration, Maintenance Administration, Training Administration, and Accounts Support.

Please note:
The accounts function is handled on a confidential basis. The successful candidate will initially be introduced to Sales Administration and Training Administration, with Accounts Administration responsibilities added thereafter.

Tasks & Responsibilities

Sales

• New product sales quotes & updates (Daily – High Priority)
• Cost of sales calculations / landing cost (Daily – High Priority)
• Following up on new product sales quotes (Daily – High Priority)
• Follow up on outstanding debit order mandates for new sales (Adhoc – High Priority)
• Pulling adhoc reports for sales visits and trading updates (Adhoc – Low Priority)
• Closing deals on CRM system (Won / Lost, updating product & service information) (Adhoc – High Priority)
• Preparing tender documents (Adhoc – High Priority)

Maintenance / SLA

• Managing key files – maintenance & new orders (Daily – High Priority)
• Managing key files – timed & evaluation licenses (Daily – High Priority)
• Creating maintenance install tickets (Daily – High Priority)
• Updating maintenance expiry dates (Daily – Medium Priority)
• Updating system friendly names in portal (Daily – Medium Priority)
• Preparing 3-month maintenance quotes (Monthly – High Priority)

Administration & Accounting

• Debtors (Weekly – High Priority)
• Customer invoices (Daily – High Priority)
• Supplier invoices (Daily – High Priority)
• Credit card reconciliations (Daily – High Priority – In Process)
• Freight & international shipping administration (Adhoc – Medium Priority – In Process)
• Purchase orders (Adhoc – Medium Priority – In Process)
• Debit order mandates (Adhoc – High Priority)
• Stock takes (Adhoc – Medium Priority)
• Travel arrangements (Daily – Low Priority)

Training Administration

• Payment allocations for training bookings (Daily – High Priority)
• Petty cash handling (Weekly – High Priority)

Handed Over to Training Administration Assistant:

• Loading leads (Adhoc – High Priority)
• Training bookings (Daily – High Priority)
• Full-time training registration forms & ID filing (uploading to CRM) (Daily – Medium Priority)
• Training reminders & thank-you emails (Weekly – Medium Priority)
• Training attendance confirmation letters (Adhoc – Low Priority)
• Part-time WhatsApp management (Daily – High Priority)
• Part-time training quotes & follow-ups (Daily – High Priority)
• Actioning part-time training leads & sales (Daily – High Priority)

Handed Over to Reception:

• Tuckshop management (Adhoc – Low Priority)
• Vehicle sign-out management

Mandatory Skill Sets

• Fluent in English
• Well groomed and professional in appearance
• High attention to detail
• Ability to work well under pressure
• Deadline-focused
• Strong computer skills (Microsoft Word, Excel, Outlook)
• CRM knowledge advantageous
• Good with numbers (quotes, invoices, basic calculations)