Customer Services Administrator
2 days ago
Processing:
- Ensure all sales orders are processed within 24 hours and delivered the following day.
- Processing of documents on JDE.
- Sales orders, appro notes, consignment sales orders, consignment transfers & loan sets.
- Verify patient information & purchase order details daily (and weekly if necessary) from the reps and hospitals regarding usages, recording the information correctly pertaining to both loan set and appro stock to resolve discrepancies.
- Ensure that discrepancies which cannot be resolved are escalated to the CSD Manager, relevant Product Manager, rep & Financial Manager.
- Inform customers of all back orders relating to all order types.
- Assist with pro-forma invoices for hospitals when necessary.
- Appro identification and collection notification to be completed timeously.
- Scanning & saving of PODs to Formscape daily
Consignment:
- Consignment stock agreements to be updated annually and filed for auditing purposes in the consignment file.
- Processing of the consignment checks and warehouse to be done as per company policy.
- JDE cycle counts to be completed per check resolving variances before involving reps & product managers.
- Process all consignment invoicing and replace consignment stock.
Reporting:
- To pull the following reports daily and bring any unresolved issues / problems to the attention of the CSD Manager for assistance
- Stock in transit consignment report daily and resolve all surgical back order issues for Durban as per hospital allocation.
- Consignment variance report with problem area highlighted to sales coordinator on a weekly basis.
- Weekly incident report - invoicing.
- Open orders report.
- Weekly processing report as outlined in KPA.
Quotations:
- Process quotes from various Surgeon rooms on the Excel Quote templates.
- Must be meticulous with Patient Medical Aid limits, and quote accordingly.
General:
- Assist with quarterly stock takes and year end stock takes.
- Ensure all customer needs and queries resolved promptly and timeously.
- Maintain good relationships internally and externally with various hospital stock controllers.
- Be able to work overtime at month end, stock takes and quarter end.
- Be able to visit State Hospitals if & when the need arises to follow up on Open Orders.
- It is understood that as part of the processing team, it is required that everyone must be familiar with all aspects of the processing department to serve as backup in the absence of another team member.
Personality:
- Ability to work under pressure, work to deadlines and use initiative.
- Tough resilient demeanor.
- Positive drive for self-learning.
- Outstanding work ethic
- Assertive and confident with the ability to prioritise.
- Customer and service orientated.
- High achievement drive
**Requirements**:
Minimum requirements:
- Diploma or Degree in Supply Chain Management, Logistics, Procurement, Accounting or similar.
- Previous working experience will be an advantage.
- Intermediate Microsoft Office skills, particularly Excel.
- JDE (or similar ERP) experience an advantage.
- Must be thorough and have attention to detail.
- Valid code 08 driver’s license & own vehicle.
- Fluency in English & Afrikaans a necessity.
- Must be able to work after hours and weekends as and when required especially for stock takes.
- Well-presented and professional demeanor with attention to detail.
- High level of communication.
- Excellent administrative skills.
- Must be fully vaccinated against COVID-19.
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