Personal Assistant

SUMMARY:

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.

POSITION INFO:

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

• 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.