Sales Administrative Assistant

The Sales Administrative Assistant is responsible for ensuring the accurate and timely processing of sales transactions, supporting daily commercial operations, and maintaining effective coordination between sales, logistics, and finance functions.

Key Responsibilities

• Sales Administration & Invoicing:
  • Process and capture daily invoices in Netsuite in a timely and accurate manner
  • Ensure all invoicing is aligned with confirmed orders and delivery notes
  • Maintain proper documentation and filing of all sales transactions
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• Delivery & Order Follow-up:
  • Monitor and confirm that all deliveries have been dispatched and completed
  • Liaise with logistics/operations teams to resolve any delivery discrepancies
  • Verify that all returned invoices correspond to fully delivered orders
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• Credit Notes Management:
  • Identify and flag any discrepancies requiring credit notes
  • Escalate issues promptly to the Key Account Executive to avoid client disputes
  • Ensure proper documentation and tracking of all credit adjustments
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• Sales Reporting:
  • Maintain and update the Daily Sales Template
  • Ensure accuracy and completeness of daily sales data and ensure that the daily sales report is complete and properly executed by all stakeholders, including the sales Admin, the driver and the vehicle assistant of Origin'Est.
  • Support the preparation of periodic sales reports as required
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• Market & Commercial Analysis:
  • Assist in conducting market analysis and price surveys
  • Collect and compile competitor pricing and market intelligence
  • Support ad-hoc commercial analysis as requested
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• Returns & Process Flow Monitoring:
  • Track and monitor product returns and related processes
  • Ensure proper documentation and follow-up of return cases
  • Identify inefficiencies and support improvements in process flow
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• Debtors Follow-up:
  • Assist in monitoring debtors ageing reports
  • Follow up on outstanding balances where required
  • Ensure that all cash clients have completed their payments and that there is no outstanding balances that may be due by any such client.

 Qualifications & Experience

• Diploma or Degree in Business Administration, Finance, or related field is an advantage
• Previous experience in sales administration or a similar role is an advantage
• Experience with ERP systems (preferably Netsuite) is a plus

• Skills & Competencies
• Strong attention to detail and accuracy
• Good organizational and time management skills
• Analytical mindset
• Strong communication and coordination skills
• Ability to work under pressure and meet daily deadlines
• Proficiency in Microsoft Excel and reporting tools