Administrative Assistant – Corporate Software Sales

ABOUT THE COMPANY

Matrix Vision Systems is a leading technology company providing engineering, security, and software integrated solutions. We are committed to driving smarter technology interoperability in businesses across Africa and beyond.
We focus on being a reliable partner and resource to our customers, offering a variety of value-added services designed to help your business run efficiently.
Powered by deep expertise and diverse technical know-how, we deliver innovation that sets new standards.

JOB SUMMARY

Matrix Visions Systems is a leading technology company providing engineering, security, and software-integrated solutions. We are committed to driving smarter technology interoperability in businesses across Africa and beyond.We focus on being a reliable partner and resource to our customers, offering a variety of value-added services designed to help your business run efficiently.Powered by deep expertise and diverse technical know-how, we deliver innovation that sets new standards.Position Overview We are seeking a highly organised and proactive Administrative Assistant to provide essential support to our corporate software sales team. This role ensures smooth day-to-day operations by managing administrative tasks, coordinating schedules, handling documentation, and supporting internal and external communications. The Administrative Assistant will be a key partner in enabling the sales team to focus on driving business growth. Why You’d Be a Good Fit This role is ideal for professionals who: ● Enjoy supporting dynamic teams and ensuring smooth operations. ● Have a knack for organization, documentation, and process efficiency.● Thrive in environments where multitasking and prioritization are key. ● Value collaboration and can bridge communication between departments and clients. ● Want to contribute to the success of a growing corporate software sales organisation by enabling the team to focus on strategic goals.Impact of the RoleBy providing reliable administrative support, the Administrative Assistant will:● Enhance team productivity and efficiency. ● Ensure accurate documentation and compliance. ● Strengthen client and stakeholder confidence through professional coordination. ● Contribute to the overall success of the corporate software sales division.

RESPONSIBILITIES

Office & Administrative Support Manage calendars, schedule meetings, and coordinate travel arrangements for the team. Prepare, format, and distribute reports, presentations, and meeting materials. ○ Maintain organized filing systems (digital and physical) for contracts, proposals, and client records.Carry out research into various companies, concepts and people as may be required. Accounting, bookkeeping and petty cash management. Mine opportunities on EGP, MyGov and other Public Procurement related sites and portals Sales Team Support Assist in tracking sales leads, updating CRM systems, and monitoring pipeline activities Support proposal preparation and ensure timely submission of documents. Coordinate logistics for client meetings, demos, and workshops Scour different tender boards for opportunities. Communication & CoordinationAct as the first point of contact for internal and external inquiries. Draft and manage correspondence, including emails, memos, and meeting notes.Liaise with other departments (finance, HR, IT) to ensure smooth workflow. Compliance & Documentation Ensure proper documentation of contracts, agreements, and compliance records. Support statutory and regulatory reporting requirements. Maintain confidentiality and data integrity in all administrative processes. Qualifications ● Bachelor’s degree in Business Administration, Office Management, or related field. ● 1+ years of experience in administrative support, preferably in a corporate or sales environment. ● Proficiency in MS Office Suite (Word, Excel, PowerPoint) and familiarity with CRM tools. ● Strong organisational skills with attention to detail. ● Excellent communication and interpersonal skills. ● Ability to multitask and prioritise effectively in a fast-paced environment.

REQUIRED SKILLS

Reporting, Bidding and proposal generation, Communication, Planning, Office administration, management, Market research, intelligence, Document and archive management, Documentation and record keeping

REQUIRED EDUCATION

Bachelor's degree