Sales Administrative Assistant

Job Description

Monitor company vehicles through the Vehicle Tracking System and prepare regular vehicle utilization reports.

Identify and report unusual vehicle movements, excessive idling, speeding, or route deviations.

Coordinate with relevant departments on vehicle-related operational issues.

Maintain records of vehicle movements and fleet utilization.

Prepare and coordinate the renewal of LATRA permits for company vehicles.

Prepare and coordinate the renewal of vehicle insurance policies.

Maintain an updated database of all vehicle licenses, permits, and insurance documents.

Ensure all sales vehicles comply with statutory and company requirements.

Verify attendance records before processing holiday allowances for the sales team.

Prepare holiday allowance schedules accurately and within the required timelines.

Maintain supporting documentation for all allowance payments.

Verify invoices and supporting documents submitted by loaders and other service providers.

Prepare payment requests in accordance with company procedures.

Liaise with the Finance Department to facilitate timely payments.

Maintain records of all payments and supporting documentation.

Prepare fuel vouchers for sales vehicles.

Prepare staff allowance vouchers.

Prepare other sales-related payment vouchers as required.

Ensure all vouchers are properly authorized before submission.

Maintain organized records of vouchers, payment requests, attendance records, permits, insurance policies, and vehicle documents.

Prepare periodic reports on fleet administration, payments, and operational support activities.

Ensure proper filing and documentation for audit purposes.

Provide administrative support to the Sales Department.

Coordinate with the HR, Finance, Transport, and Procurement departments on operational matters.

Perform any other duties assigned by the supervisor in line with the department's objectives.

Skills Required

Spreadsheets (e.g. Excel, Google Sheets, etc)
Word Processing and Desktop Publishing Tools (MS Office, Google Docs, etc)
Presentation Tools (e.g. Google Slides, Power Point, etc)