Sales Administration Assistant

SUMMARY:
We are seeking a highly organised and detail-oriented Sales Administrator to join our team. The successful candidate will be responsible for providing administrative support to the sales department, ensuring the smooth processing of orders, maintaining accurate records, assisting with customer queries, and supporting the overall sales function.

POSITION INFO:
Job Overview:
To provide high-level administrative, analytical, and reporting support to the Customer Executive and Customer Management team. The role is responsible for ensuring accurate data management, insightful reporting, and efficient execution of sales processes to support business performance, decision-making, and customer engagement.

Main responsibilities of Focus Area
Sales Reporting & Analytics:
· Compile and maintain daily, weekly, and monthly sales reports
· Track and report on % achievement vs time gone, highlighting risks and opportunities.
· Consolidate regional and national performance data across all channels.
· Analyse trends and provide insights on key categories, pack sizes, and account performance.
· Support preparation of sales forecasts and budget tracking.
 
Tracker Management & Data Control:
· Own and manage all key sales trackers, including:
· Distribution trackers
· Planogram / Top Store trackers
· Promotional and activity trackers
· Ensure trackers are updated accurately and on time by all regions.
· Identify gaps, inconsistencies, and risks within trackers and escalate where necessary.
· Maintain a structured and accessible filing system (Teams/SharePoint).
 
Price Surveys & Market Intelligence:
· Coordinate and manage regular price surveys across key accounts and regions.
· Consolidate competitor pricing, promotional activity, and ranging insights.
· Track RSP compliance and highlight pricing discrepancies or risks.
· Provide insights to support pricing strategies and negotiations.
 
Management Packs & Board Reporting:
· Compile monthly management packs and board packs:
· Sales performance summaries
· Key account updates
· Category insights
· Risks and opportunities
· Convert data into clear, concise, and visually impactful PowerPoint presentations.
· Ensure all reporting is accurate, aligned, and delivered within deadlines.
· Assist in developing executive-level summaries and one-page dashboards.
 
Data Consolidation & Systems:
· Extract, consolidate, and validate data from systems such as QlikView, or equivalent.
· Ensure alignment between system data and internal reporting tools.
· Maintain data integrity across all reporting platforms.
· Support ad hoc data requests from Customer Executive and leadership team.

Customer & Key Account Administration:
· Assist Customer managers with: · Customer templates and documentation
· Promotional planning grids
· Pricing schedules and updates
· Contract and trading term administration
· Ensure all customer documentation is accurate, up to date, and centrally stored.
· Support coordination of customer meetings, presentations, and follow-ups. Promotional & Trade Support:
· Track promotional activity vs plan, including ROI where applicable.
· Ensure alignment between buy-in periods and promotional periods.
· Monitor execution readiness (stock, DC orders, support materials).
·Assist in preparing promotional reviews and post-analysis reports.

Operational Excellence & Process Compliance:
· Ensure adherence to internal processes:
· Claims and accrual tracking · Documentation control
· Reporting deadlines
· Support enforcement of data submission standards across the sales team.
· Drive consistency and discipline in reporting and admin processes.
Communication & Coordination:
· Act as a central coordination point between:
· Sales team
·Marketing
· Finance
· Supply Chain
· Follow up on outstanding inputs from regions and key stakeholders.
· Ensure timely communication of updates, reports, and action items.

Ad Hoc & Strategic Support:
· Provide support on:
· Sales presentations
· Business reviews
· Strategic projects
· Assist in preparation for key meetings (internal and external).
· Take ownership of special projects as delegated by Customer Executive
Key Competencies & Skills Technical Skills:
· Advanced proficiency in Microsoft Excel (pivot tables, formulas, dashboards).
· Strong capability in PowerPoint (executive-level presentations).
· Proficient in Microsoft Office Suite (Word, Outlook, Teams).
· Experience with data tools (e.g., QlikView, Power BI, or similar) advantageous.

Core Competencies:
· Strong analytical and numerical ability.
· High attention to detail and accuracy.
· Ability to manage multiple priorities under pressure.
· Strong organisational and time management skills.
· Proactive and solution-oriented mindset.
· Ability to work independently and take ownership.
· Strong communication and stakeholder management skills.

 
Requirements of the Role:
Qualification:
· Grade 12
· Relevant qualification in Business, Commerce, or 3year business diploma
· Minimum of 3-5 years’ experience within the FMCG industry (Preferable)
· Microsoft office proficient
Experience:
· Strong Business acumen (numeric and literacy)
· Analytical thinking and problem-solving skills
· Detail oriented
· Interpersonal Skills
· Fast paced and action oriented
 
Additional Requirements:
· High level of professionalism and confidentiality.
· Ability to operate in a fast-paced, performance-driven environment.
· Strong sense of accountability and urgency