Stellenbosch: Sales & Marketing Administrative Assistant posted by Helderberg Personnel

Purpose of the Role: The successful candidate will provide administrative, operational, and customer support to the marketing and direct sales department, with a strong focus on wine club administration, customer service, logistics coordination, digital content management, and events support. The role plays an important part in maintaining exceptional guest experiences, supporting brand initiatives, and ensuring the smooth day-to-day coordination of marketing and wine sales activities.

Key Responsibilities Include but Are Not Limited To

Wine Club & Customer Service

• Manage Wine Club customer queries, including deliveries, membership administration, and order-related enquiries
• Liaise with courier companies to resolve delivery issues professionally and efficiently
• Maintain accurate customer records and membership information
• Communicate with customers via email, telephone, WhatsApp, and digital platforms
• Ensure excellent customer service and positive member engagement at all times
• Assist with maintaining Wine Club FAQ content and related website updates

Sales & Administration

• Process wine orders and maintain the sales system and customer database
• Assist with stock control, purchasing, invoicing, and basic sales administration
• Track Wine Club costs and assist with maintaining marketing budget records
• Maintain spreadsheets, reports, and general departmental administration
• Provide administrative support for internal communication systems where required

 Website & Digital Content

• Update website content including pricing, vintages, stock availability, product descriptions, and fact sheets
• Ensure digital product information and imagery remain accurate across platforms
• Manage and respond to Google Business reviews professionally
• Assist with maintaining and growing the business’s LinkedIn presence
• Coordinate with website service providers and digital partners where required

 Marketing & Brand Support

• Assist with the coordination of brochures, advertisements, menus, promotional material, and printed collateral
• Coordinate with designers and suppliers for marketing material and branded items
• Assist with planning and coordinating marketing campaigns and promotional initiatives
• Research collaboration, influencer, and partnership opportunities
• Ensure subscriptions, listings, awards entries, and memberships remain current

 Events & Hospitality Coordination

• Assist with planning and coordinating special events, wine tastings, launches, and hospitality experiences
• Coordinate supplier, artist, and event-related logistics
• Assist with Dineplan and event booking-related queries
• Prepare proposal gift bags, media kits, and event support material
• Present wine tastings at selected events, wine shows, and external functions where required

Criteria

• Diploma or Certificate in Marketing, Business Administration, Hospitality, Communications, or a related field advantageous
• Minimum 2–3 years’ experience in an administrative, marketing, customer service, or hospitality-related role
• Experience within the wine, hospitality, tourism, or luxury brand industry advantageous
• Previous experience with website content management and digital communication platforms beneficial

Technical Skills

• Proficient in Microsoft Office Suite including Excel, Word, Outlook, and PowerPoint
• Strong administrative, organisational, and coordination skills
• Experience with CRM systems, booking platforms, and digital communication tools advantageous
• Familiarity with social media platforms, LinkedIn, and Google Business preferred
• Strong customer service orientation with a professional and enthusiastic approach
• Excellent verbal and written communication skills
• High attention to detail and strong organisational ability
• Ability to multitask and work effectively under pressure
• Strong problem-solving skills and ability to use initiative
• Professional presentation and interpersonal skills
• Ability to work independently and within a team environment
• Reliable, adaptable, and deadline driven
• Ability to maintain confidentiality and professionalism at all times