Sales & Marketing Admin Assistant (Pharmaceutical

2 weeks ago

Johannesburg, Gauteng, South Africa Glasshouse Recruiting Full time
Full Time _Gauteng_, _Johannesburg_ March 14, April 14, 2024 Pharmaceutical - Sales & Marketing

Job Overview:

Requirements:

  • Matric
  • Secretarial Course
  • 23 years' experience as a Sales Assistant
  • Experience as a Sales Assistant in a pharmaceutical company desirable
Skills/Physical Competencies

  • Highly Computer Literate
  • Advanced Knowledge in Microsoft Word, Excel, PowerPoint and Outlook, Office Publisher
  • A good understanding of the Orderwise programme or similar
  • Good Organisation Skills

Behavioural Qualities:

  • Good communication skills (verbal and written)
  • Tolerant and understanding
  • Interpersonal skills
  • Ability to work under pressure
  • Good time management skills
  • Planning and organising
  • Deadline driven
  • Selfmotivated
  • Use initiative
  • Financial acumen

The main purpose of this position:
Responsible for all administrative support to the Sales and Marketing department

Duties & Responsibilities:

Responsible for providing administrative support to the Sales and Marketing department:

  • Preparing the administrative requirements for new employees as well as the necessary training
  • Preparation of the following is required (personal details
- finance, copy of ID and driver's license, float and letters of acknowledgement, administration file, load information to be entered into PDA, petrol logbook and petrol cards) Keep personal files of all Sales Reps and all Sales & Marketing Staff which includes
-general and personal info, copies of all local & petrol expenses, copies of customer database - reps only, and copies of all stat orders - reps only

  • Ordering of stationary for sales department
  • Ensure all filing is done on a weekly basis and preparing Invoices for finances
  • Ensure all archiving is done on a regular basis
  • Responsible for updating contact list check proofs to ensure all information is correct (business cards)
  • Responsible for ordering cartridges for printers and logging of calls for printer problems
  • Coordinating mail for reps and managers and arranging with couriers to deliver payslips & petrol cards
  • Ensure administration files for reps and managers are up to date which includes the following docs (sales dates, contact numbers (office & wholesalers), inland expenses forms, petrol expense forms, Medpages file upload, important letters
Manage the Orderwise programme to assist reps in their daily activities and to ensure efficiency:

  • Ensuring reps details are loaded onto the system, maintain each reps customer database, ensure database reflects onto PDA's, maintain management system regularly, all Wholesalers with product codes and prices are maintained
  • Ensure all independent stat orders are loaded timeously, dial system through on a daily basis, regular reports of customer database for each rep, load new products, codes and prices regularly, load or change all databases details and/or account numbers when requested
  • Responsible for completing monthly reports (Sales contact list, fleet report

Invoices and Payments:

  • Responsible for processing all invoices for payment by: (Receiving authorisation from relevant manager, completing cheque requisition and receiving relevant signatures, capturing information, follow up of outstanding purchase orders and payments and liaising with customer with regard to discrepancies on accounts)
Process Local Expense claims of the entire Sales Inland, Marketing and Rep team:

  • Submission of expenses, reviewing proof of payments, cost allocation, authorisation and signatures obtained and capturing expenses for budget report)
Assist Reps and Managers daily which includes the following:

  • Compile reports for Regional Sales Managers regarding, product codes, bricks, customers and prices on an ad hoc basis
  • Compile rep and Managers local expenses Inland Managers check, authorise, copy, cheque requisition, copies, capture and send to finance for payment
  • Handle all admin relating to country trips, bookings and confirmations and summary report
  • Assist all reps and managers with queries and problems
  • Ensure Rep's PDA's are in working order all the time in order for them to do their work on a daily basis which includes the following: (Ensuring new reps receive a PDA and sufficient training, ensure availability of spare PDA's, attend to queries,)
  • Handle booking of all boardrooms for meetings
Assist with the arrangements of conferences, meetings and cycle meetings (including National Sales Conference) which includes:

  • Search for suitable venue and do site inspections (with regard to National Sales Conference)
  • Making all the relevant arrangements and communication (booking of boardroom dietary requirements, caterers, refreshments, tea/coffee, snacks, gala evenings etc.)
  • Informing all reps and managers of their flight and accommodation details
  • Collect or arrange transport for reps and/or managers to and from airport to the relevant locations where meeting is taking place
  • Compile

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