General Administrator

SUMMARY:
NEW VACANCY!!!!
Our Client in the Automotive industry has a new position for a General Administrator based in JHB - eastern suburbs.

POSITION INFO:

1. Position Purpose

• Ensure accurate record keeping, tracking, and follow-up of critical commercial documentation.
• Support channel performance reporting and base analysis through data collation and preparation.
• Provide administrative continuity and support to senior management, particularly during periods of travel or increased workload.

2. Key Responsibilities

2.1 HQ Demonstrator and Relief Units Administration

• Maintain accurate records and tracking of all HQ demonstrator and relief units.
• Manage and monitor all related documentation, including allocations, movements, and returns.
• Follow up with internal departments and dealers to resolve outstanding paperwork.
• Ensure registers remain accurate and up to date at all times.

2.2 Dealer Agreements & Documentation Control

• Maintain centralised records of dealer agreements and related contractual or compliance documentation.
• Track expiry dates, missing documentation, and outstanding submissions.
• Proactively follow up with dealers and internal stakeholders on documentation gaps.
• Ensure proper document version control and accessibility for audits or management review.

2.3 Channel Reporting & Base Analysis Support

• Collate sales, performance, and operational data from internal and external sources.
• Assist with channel reporting through data preparation and consolidation.
• Prepare and maintain dealer performance packs for management and dealer review.
• Maintain accurate dealer master data, including:
  
  • Dealer contact information
  • Territory and channel assignments
  • Compliance and documentation status

2.4 Key Account Administration Support

• Maintain the Key Account master list, including:
  
  • Customer details
  • Segmentation status
  • Assigned account owners
• Ensure records remain accurate and aligned with approved account structures.
• Support reporting and review processes through data preparation and documentation tracking.

2.5 Ad Hoc Projects & Information Support

• Provide administrative support on departmental projects as required.
• Assist with travel-related administration, including tracking documentation and approvals.
• Support dealer information gathering and data collation requests.
• Assist with preparation of presentations, summaries, and internal documentation.

2.6 Office & Executive Support During Travel

• Provide administrative and coordination support when senior management is travelling.
• Act as a central point for information collation, follow-ups, and documentation flow during travel periods.
• Track actions, requests, and queries requiring attention to ensure continuity of office operations.

2.7 Flexible Departmental Support & Evolving Scope

• Provide administrative and coordination support across the Sales and Marketing Department in response to changing business priorities and commercial initiatives.
• Adapt responsibilities to support new projects, process changes, system implementations, or shifts in channel strategy.
• Assist with emerging administrative needs aligned with improving execution efficiency, control, and departmental continuity.

3. Skills & Competencies

• Strong administrative discipline with high attention to detail.
• Ability to manage multiple trackers, registers, and documentation systems.
• Strong data collation skills with basic analytical capability.
• Confident coordination across internal teams and dealer networks.
• High proficiency in Excel, PowerPoint, and document management systems.
• Ability to work independently and prioritise effectively in a dynamic environment.

4. Minimum Requirements

• Matric
• Minimum 2–3 years’ experience in a similar role
• Exposure to sales operations, dealer environments, or commercial administration

5. Personal Attributes

• Confident and proactive approach with the ability to anticipate needs and challenges
• High level of accuracy and strong attention to detail
• Strong team player with a collaborative mindset