Sales and Admin Job Description: Roles, Duties and Skills in South Africa
Sales and administrative functions are often combined in smaller and medium-sized businesses, particularly in South Africa’s retail, wholesale, finance and professional services sectors. A well‑defined sales and admin job description helps organisations clarify expectations, measure performance and comply with labour regulations, while giving candidates a clear view of the role.
Below is an evidence‑based overview of common responsibilities, skills and requirements for combined sales and administrative roles in South Africa, compiled from recent job advertisements and guidelines from reputable local platforms.
Overview of the Sales and Admin Role
In many South African organisations, sales and admin roles support both front‑office sales activities and back‑office administration. Job ads on platforms such as Careers24 and PNet show that titles typically include:
- Sales Administrator
- Sales and Admin Assistant
- Sales Support Administrator
- Sales Coordinator
Across these adverts, employers consistently position the role as a link between customers, sales representatives and internal departments such as finance, logistics and operations. For example, a recent sales administrator advert on Indeed South Africa describes the position as responsible for supporting the sales team, handling customer queries and processing orders.
The National Business Initiative and similar employer surveys referenced by the Department of Employment and Labour highlight that administrative and clerical roles underpin business efficiency, while sales roles drive revenue. Combined sales-and-admin posts therefore focus on both customer-facing sales support and accurate record‑keeping, rather than direct, high-pressure selling alone.
Key Responsibilities in a Sales and Admin Job Description
While exact duties differ by industry, recent South African job postings and guidance from recruitment platforms such as Michael Page South Africa and Robert Walters South Africa highlight several recurring responsibility areas.
1. Sales Support and Customer Service
Job specs on Careers24’s sales administrator listings consistently emphasise day‑to‑day support for the sales function, including:
- Responding to customer enquiries via phone, email or in person
- Providing product or service information and basic quotations
- Following up on leads generated by sales representatives or marketing campaigns
- Maintaining positive relationships with existing customers and assisting with renewals or repeat orders
A typical advert on PNet’s sales administrator page specifies that the role “acts as a liaison between customer and internal departments,” ensuring that customer needs are communicated and resolved efficiently.
2. Order Processing and Documentation
Many employers highlight order processing and document control as core tasks. For example, a sales administration job posting on Indeed South Africa lists:
- Capturing sales orders on the company’s ERP or accounting system
- Checking pricing, discounts and stock availability before confirming orders
- Preparing sales invoices, quotes and credit notes
- Coordinating with warehousing or logistics teams to schedule deliveries
These functions align with broader administrative tasks identified on the National Treasury’s supply chain management guidelines, where accurate documentation, approval routing and tracking of goods and services are critical to compliance and accountability, even though those guidelines apply specifically to the public sector.
3. Data Entry, Reporting and CRM Maintenance
Sales and admin staff are commonly responsible for keeping sales records and customer databases up to date. Role descriptions drawn from LinkedIn job posts in South Africa and PNet typically include:
- Updating customer details, contact logs and deal stages in a CRM system
- Compiling basic sales reports, such as daily sales summaries or monthly performance stats
- Monitoring outstanding quotes, orders and invoices and alerting the sales team where follow‑up is needed
The importance of data integrity echoes the administrative competencies described in the South African Qualifications Authority (SAQA) unit standards for office administration which stress accurate information capturing and record maintenance as core outcomes.
4. Coordination With Finance, Logistics and Operations
Combined sales and admin positions often sit at the intersection of several departments. Job descriptions on Michael Page Africa and Robert Walters South Africa’s sales roles overview show typical cross‑functional duties such as:
- Liaising with finance or accounts receivable about customer credit limits, payments and outstanding balances
- Coordinating with logistics on delivery dates, shipment documentation and returns
- Following internal approval workflows for special pricing, discounts or contract terms
In many postings on Careers24 the role is explicitly tasked with “ensuring smooth flow of information between departments” to fulfil customer orders without delays.
5. General Office Administration
Because these roles are often based in smaller teams, they usually include broader office administration activities. South African job ads on Indeed routinely mention:
- Answering and directing calls, managing front‑office reception when needed
- Filing and archiving documents (digital and paper)
- Assisting with meeting arrangements, travel bookings and stationery orders
- Supporting basic HR or payroll administration in smaller firms, depending on the structure
These activities align with the general office administration duties discussed in the Administrative Clerk profiles found in the National Career Advice Portal (NCAP) managed by the Department of Higher Education and Training, where document management and routine clerical tasks are central.
Skills, Qualifications and Other Requirements
Although each employer sets its own standards, recent sales‑and‑admin adverts across major South African platforms indicate clear trends in minimum requirements and preferred skills.
1. Educational Requirements
Most entry‑level to mid‑level job descriptions on Careers24 and Indeed South Africa specify:
- Matric / National Senior Certificate (Grade 12) as a minimum
- A certificate or diploma in office administration, business administration, sales or marketing as an advantage
These expectations are consistent with the general administrative and office roles pathways described by the Department of Higher Education and Training and qualifications listed on the SAQA database, where NQF level 4 and above are linked to clerical and customer service positions.
2. Technical and Digital Skills
Digital literacy is highlighted in most modern job specifications. According to adverts collated on LinkedIn job listings for sales administrators in South Africa and PNet, employers frequently call for:
- Proficiency in MS Office, especially Excel, Word and Outlook
- Experience with CRM systems (such as Salesforce or industry‑specific CRMs)
- Familiarity with ERP or accounting packages (for example, SAP, Sage or Pastel)
- Ability to work with online communication tools such as Teams or Zoom
These skill requirements mirror the digital competencies recommended under the national e‑skills and digital transformation initiatives noted by the Department of Communications and Digital Technologies, which encourage organisations to upskill administrative staff in basic ICT tools.
3. Soft Skills and Behavioural Competencies
Sales and admin roles rely heavily on interpersonal and organisational abilities. Recurrent behavioural competencies in job advertisements from Michael Page South Africa and Robert Walters South Africa include:
- Strong communication skills (verbal and written) for interacting with customers and internal teams
- Attention to detail for capturing orders, processing documentation and maintaining accurate records
- Organisation and time management, including the ability to prioritise multiple tasks
- Customer service orientation and a professional telephone manner
- Teamwork and collaboration with sales, finance and operations staff
- Resilience and the ability to work under pressure during peak periods or month‑end
These align with general administrative and customer service competencies outlined on the National Career Advice Portal’s overview of administrative occupations, which emphasise accuracy, reliability and good people skills.
4. Experience Levels and Industry Variations
Experience expectations vary by role level and sector:
- Entry‑level roles often require 1–2 years of administrative or customer service experience, as reflected in many adverts on Indeed South Africa for sales and administration positions.
- Mid‑level posts look for 3–5 years of experience in a similar role, frequently within the same industry (e.g., manufacturing, FMCG, financial services or IT), according to listings on PNet and Careers24.
Regulated sectors, such as financial services, may also require additional certifications. For example, sales support roles linked to financial products may need awareness of the Financial Advisory and Intermediary Services (FAIS) Act requirements, as summarised by the Financial Sector Conduct Authority (FSCA), although direct advice‑giving is generally reserved for appropriately licensed representatives.
Conclusion
A comprehensive sales and admin job description in South Africa typically combines customer‑facing sales support with robust administrative and coordination duties. Evidence from current postings on platforms such as Careers24, PNet and Indeed South Africa shows that employers expect:
- Strong customer service and communication abilities
- Accuracy in order processing and documentation
- Competence with office software, CRM and sometimes ERP systems
- Solid organisational skills and the ability to coordinate between departments
By clearly outlining responsibilities, required skills and qualifications, organisations can better attract candidates who can support both revenue generation and operational efficiency. Job seekers, in turn, can use these common elements to tailor their CVs and prepare for interviews when applying for combined sales and administrative roles across the South African job market.