Gauteng: General Administrator posted by Staff Solutions

1. Position Purpose

The General Administrator – Sales & Marketing provides centralised administrative, coordination, and reporting support to the Sales and Marketing Department. The role focuses on enabling execution, control, and visibility across dealer operations, channel reporting, key accounts, and departmental administration.
The role exists to:

• 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.

This role does not include commercial decision-making authority and does not manage dealer or customer relationships.

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