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Quotations Team Lead

Medical

Contract typePermanent
Date Posted2019-02-20
Salarymarket related
LocationGauteng, Gauteng

Job Specifications

A vacancy exists for a Quotations Team Lead with a global pharmaceutical company

Introduction

Job Purpose:

Ensure all administrative duties within the branch are well executed and good document practices are adhered to. Supervise all Customer Service Agents within the Branch, and coordinate the branches compliance requirements. Ensure accurate capture of all orders and all processes are performed exactly as stipulated in approved procedures. Manage outstanding order numbers, pod's and accurate pricing and discounting practices. Perform various reporting on financial and operations performances.

Key Responsibilities:

Management & Development of Direct reports:

Provide each direct report with management, mentorship, training and development based on his or her respective needs. Enhance their ability to reach and exceed their functional expectations, so that the business objectives are met. Ensure effective succession planning is in place for roles in the branch.

Standard Expectations:

Individual:

Conduct Performance & Development process and create development plans according to company guidelines. for of all the CLS Customer Service Agents and Global Surgery staff, per Goals and Objectives process as directed by HR.

Continuously provide sufficient follow up and coaching according to personal development plan.

Provide succession planning for all key positions.

Assist staff and back up with all functions of the administration department when staff is on leave, off sick, or when work load requires additional input

Maintain a disciplined, accountable and harmonious work environment

Ensure that all roles in the branch have a succession plan

Engage in transparent and constructive conversations, contributing to high-performance teams

Team:

Facilitate team meetings to align strategy, knowledge and key actions.

Build a strong team with common understanding and respect of each other’s different personalities and resources.

Be a role model according to the company values.

Conduct meaningful discussions for of all direct reports, per Goals and Objectives process as directed by HR.

Maintain a disciplined, accountable and harmonious work environment

Ensure that all subordinate staff undertakes the necessary training according to the department training matrix of work instructions and ensure staff execute all process 100% according to the procedures

 

Supervision of the daily operations of Order Processing, Credits, Pricing & Discounts Practices and Administration processes in the branch:

Holding the responsibility of office administration, answering telephone calls and logistic co-ordination.

Taking down orders from customers and keep within company policy and procedures in keeping records of orders received.

Faxing orders to Johannesburg as soon as orders were received to assure on time delivery to customers of stock and invoices.

Managing that all stock received from head office against delivery note or invoice is checked before the orders are delivered to customers.

Assist Customers with any queries, that is: copy invoices, pro-forma invoices and quotes. Liaison, understanding advising and expediting with Global Orthopedic/Medical / reps and sales managers as to their requirements for bookings received and consignment support.

Accurately price and discount orders per written procedures

Systematically follow up with customers regarding outstanding order numbers

Liaison with Global Orthopedic/Global Surgery/ reps and sales managers as to their requirements for service and consignment support.

Maintain all consignment records, by making sure that records are kept up to date and that the excel consignment document is kept up to date, and that the branch at all times have a copy of the consignment contract and that the original is send to head office.

Metrics. Ensure critical processes are measured, analysis and improved on a continual basis, within the administrative functions.

Assist with meeting all SOX requirements and deadlines.

Assist with reservations and replenishments

Oversee all credits, and maintain standards in avoiding credits, as per the Credit Policy.

Maintain a disciplined, accountable and harmonious work environment

Responsible for taking on additional responsibilities in the absence of logistic staff.

Responsible for all external and internal orders needed for the office.

Be able to work overtime should it be required.

Assisting with keeping a template file with all internal documents for: Leave forms, overtime forms.

In the absence of the CLS Customer Service Manager making sure that all internal month end documents relevant to payroll is send up to head office/HR in time for cut off.

Assisting with training all new administrative staff on policies and procedures.

Assisting with training all staff on SAP and JDE 8.12

To ensure that all billing for operations are done daily, weekly and monthly reports run to monitor for open orders and back orders.

Requirements:

  • 5 years Customer Service Experience
  • 3 years Supervisory Experience
  • Matric
  • Good communicator
  • Well organized / Attention to Detail
  • Computer literate
  • JDE 8.12 / SAP
  • Microsoft, Excel, Word and Outlook

Skills:

  • Self-starter with the ability to take charge of situations
  • Effective communication and conflict management skills
  • Attention to detail
  • Speed and accuracy
  • Team player
  • Be able to work under pressure

 

Candidates that meet the criteria may submit their CV to jobs@mnarecruitment com

Should you receive no response within 7days, please consider your application unsuccessful


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