Sales Administrative Assistant

The Sales Administrative Assistant serves as a critical support partner to the Sales Director and wider sales leadership team, ensuring smooth administrative operations, procurement management, and internal coordination.

Job Summary: The Sales Administrative Assistant serves as a critical support partner to the Sales Director and wider sales leadership team, ensuring smooth administrative operations, procurement management, and internal coordination. The role includes responsibility for drafting and processing purchase orders, coordinating vendor payments, supporting special sales projects, and managing key administrative functions across the branch network. This individual is also responsible for coordinating vacation schedules for the sales leadership team and providing day-to-day support to drive departmental efficiency.

Key Responsibilities:

Procurement & Payment Processing

• Source goods and services in line with internal procurement policies and guidelines.

• Draft, review, and submit accurate purchase orders based on department needs and approvals.

• Liaise with vendors to confirm delivery timelines, resolve discrepancies, and manage order fulfillment.

• Process bills and vendor payments for the branch network in collaboration with the Finance Department.

• Track payment statuses and maintain up-to-date records for financial reconciliation and audit purposes.

Administrative & Executive Support

• Maintain the Sales Director’s calendar, coordinating meetings, appointments, and events.

• Draft internal and external communication, including memos, reports, presentations, and meeting minutes.

• Organize and maintain digital and physical filing systems for efficient document retrieval.

• Coordinate team meetings, take notes, and follow up on action items to ensure timely completion.

• Support the onboarding process for new sales team members.

Branch Network Operations Support

• Act as a liaison between the Sales Director and branch-level teams to ensure clear and timely communication.

• Monitor and respond to administrative requests from branches including supply needs, payments, and operational issues.

• Process and track documentation relating to approvals, procurement, and issue escalation across the network.

• Assist with coordination of logistics for in-store promotions, regional sales blitzes, and staff training sessions.

Team & Resource Coordination

• Maintain and manage the vacation and leave calendar for the sales leadership team, ensuring adequate coverage across branches.

• Track availability of key team members and proactively notify the Sales Director of potential scheduling conflicts.

• Provide administrative support for travel and logistics related to sales initiatives, retreats, or conferences.

Project & Initiative Support

• Assist with the planning, coordination, and execution of special sales projects or campaigns led by the Sales Director.

• Monitor project timelines and provide updates, reminders, and documentation support to team leads.

• Help collect data, compile reports, and support performance tracking of sales campaigns and initiatives.

• Coordinate interdepartmental support for cross-functional projects when necessary.

Other Duties

• Monitor office supply levels and reorder materials as needed.

• Serve as the primary point of contact for internal administrative queries related to the Sales Department.

• Perform other ad hoc administrative duties and special assignments as directed by the Sales Director.

Qualifications & Requirements:

• Bachelor’s degree in Business Administration, Management, or a related field preferred.

• Minimum 2–3 years’ experience in an administrative or procurement support role.

• Solid knowledge of procurement workflows and payment processing systems.

• High proficiency in Microsoft Office Suite (Excel, Word, PowerPoint) and relevant ERP software.

• Excellent organizational, written, and verbal communication skills.

• Strong attention to detail, problem-solving ability, and professional discretion.

Key Competencies:

• Proactive and Detail-Oriented

• Strong Time and Task Management

• Confidentiality and Discretion

• Interpersonal Communication

• Initiative and Follow-Through

• Adaptability and Problem Solving

• Project Coordination and Support