Sales Assistant

Our well-established client in the pharmaceutical industry has a vacancy available for a Sales Assistant based at the Parktown office.

Main Purpose of Job
The Sales Assistant plays a critical role in supporting the National Sales Managers and the broader Sales Department by ensuring smooth administrative, operational, and coordination processes.
The role focuses on:
• Maintaining accurate systems and reporting
• Managing financial administration (invoices, expenses, payments)
• Supporting sales operations and customer account processes
• Coordinating meetings, travel, and events
• Ensuring compliance and operational efficiency within the department
Key Job Responsibilities:
1) Sales Operations & Administrative Support:
• Provide day-to-day administrative support to the NSMs and Sales team
• Maintain and update sales department systems, reports, and databases
• Manage and update key reports
• Assist with onboarding administration and coordination of new employees
2) Financial Administration & Account Management:
• Process invoices for payment, including:
o Obtaining approvals
o Capturing and tracking payments
o Following up on outstanding purchase orders
• Manage expense submissions:
o Validate supporting documentation
o Ensure correct cost allocations
o Highlight discrepancies and drive resolution
• Facilitate customer payments and assist with account management processes
3) Sales Department System Maintenance:
• Ensure all sales-related systems and tools are:
o Updated
o Accurate
o Fully functional
• Support ongoing system improvements and data integrity
4) Meeting & Diary Coordination:
• Manage NSM calendars and scheduling
• Coordinate and set up meetings, including:
o Booking boardrooms and venues
o Arranging catering and refreshments
• Attend meetings where required:
o Take minutes
o Track actions and follow-ups
• Support strategic sessions and planning meetings
5) Travel & Event Coordination:
• Coordinate all NSM travel arrangements:
o Flights
o Car hire
o Accommodation
• Assist with conference and event planning, including:
o Venue sourcing and site inspections
o Coordination of suppliers and logistics
o Preparation and setup for conferences
• Travel is compulsory for:
o Conference preparation
o On-site event support and execution
6) Compliance & Governance:
• Conduct department compliance checks
• Review expenses and identify incorrect cost allocations
• Ensure adherence to company policies and SOPs
• Assist with updating SOPs where required
7) Interdepartmental Collaboration:
• Liaise with internal departments (Finance, Marketing, Operations, etc.)
• Ensure alignment and smooth execution of cross-functional activities
8) Additional Support to NSM’s:
• Assist with:
o Approval workflows and expense tracking
o Administrative follow-ups
o Strategic and operational tasks as required
Minimum Requirements
QUALIFICATIONS & EXPERIENCE:
• Relevant tertiary qualification (Business, Operations, or similar)
• 1–2 years’ experience in an administrative or sales support role
SKILLS:
• Strong administrative and organisational skills
• Financial administration (invoices, expenses, tracking)
• Excel and Microsoft Office proficiency
• Meeting coordination and minute-taking
• Sales operations support
• Strong attention to detail
• Ability to manage multiple priorities
PERSONAL CHARACTERISTICS:
• Highly detail-oriented
• Professional and confident communicator
• Deadline-driven and organised
• Adaptable and proactive
• Able to work independently and within a team
General Working Conditions
• Working hours: 07:00 – 17:00
• Flexibility to work outside standard hours when required
• Travel is compulsory for events and conferences
• Valid driver’s license and own transport required
Please attach cv, qualifications, id and driver's license