Personal Assistant
full-time
A fast-paced and entrepreneurial chemical distributor is seeking an experienced Personal Assistant to provide high-level administrative, organisational, and sales support to the management and commercial team. This role requires a proactive, highly organised, and commercially minded individual who can manage multiple priorities, coordinate internal and external stakeholders, and ensure the smooth running of day-to-day business activities.
Minimum requirements for the role:
Must have a National Senior Certificate; A relevant tertiary qualification would be highly advantageous
Minimum 3 years' experience in a Personal Assistant, Executive Assistant, Internal Sales, Sales Administration, or similar role
Previous experience in the chemical distribution or related industry is advantageous
Strong administrative, organizational, and time-management skills
Strong understanding of sales processes, customer service, order management, and general business administration
Excellent written and verbal communication skills
Strong attention to detail with the ability to work independently and manage confidential information
Must be computer literate in MS Office (Excel/Word/PowerPoint/Outlook) and ERP/CRM systems
A proactive and professional approach with the ability to work in a fast-paced environment
The successful candidate will be responsible for:
Providing comprehensive administrative and personal assistance to management and senior members of the team.
Managing calendars, scheduling meetings, coordinating appointments, and arranging travel and accommodation where required.
Managing inbound and outbound calls, emails, customer enquiries, and general correspondence.
Preparing presentations, reports, quotations, meeting documents, and other business-related correspondence.
Assisting with customer orders, quotations, sales administration, and ensuring that required documentation is completed accurately.
Maintaining and updating customer, supplier, and business records on CRM and ERP systems.
Liaising with customers, suppliers, external sales representatives, and internal departments to ensure effective communication and follow-up.
Building and maintaining professional relationships with customers and key stakeholders.
Assisting the external sales team and management with sales-related administration, reporting, and follow-up activities.
Monitoring outstanding actions, requests, and deadlines and ensuring that these are followed up and completed timeously.
Assisting with the preparation of sales reports, forecasts, presentations, and management information.
Coordinating meetings and taking minutes where required, ensuring that agreed actions are followed up.
Assisting with general office administration and ensuring that day-to-day operational requirements are managed efficiently.
Liaising with finance, procurement, logistics, and other internal departments to ensure smooth business operations.
Handling confidential and sensitive information with a high level of discretion and professionalism.
Assisting with customer complaints, queries, and general issues and ensuring that these are directed to the relevant person and followed through to resolution.
Supporting management with ad hoc projects, research, reporting, and other administrative requirements as needed.
Taking ownership of tasks and responsibilities while identifying opportunities to improve administrative and business processes.
Providing general support to the management and commercial team to ensure that priorities and deadlines are consistently met.