Established company in pharmaceuticals is looking for a experienced Sales Assistant to assist in a half day temp position from
25 August 2014 - 30 January 2014

KEY RESPONSIBILITIES

Sales administration responsibilities
• Provide administrative support to inland sales managers, namely Sales & Marketing Manager, Hospital Division & Business Development Manager – Managed Healthcare.
• Support the CTN Sales Assistant in co-ordinating the company car process (sourcing vehicles, arranging insurance, seeing to signage / repairs / maintenance, checking fleet reports, termination administration).
• Support the CTN Sales Assistant in managing the ordering and registration of tablets / replacement tablets for sales reps along with printers and wireless points. As required, arrange insurance, loading of software by IT, AOR, repairs etc.
• Collate and check expense claims for all inland staff and submit to Finance for processing
• Liaise with the Finance Department for information and reporting requirements etc
• In collaboration with HR, manage the administration of new staff and exiting staff, including allocation of petrol cards, floats etc.
• Assist with the training of new Territory Managers on internal administration processes as needed
• Log ICT queries on a central helpdesk function and follow up on progress in this regard
• Provide general ad-hoc office administration.
• Provide support and back-up to the Sales Administrator as needed.

Business Development support
• Update and maintain the State Tenders and Orders database
• Manage all Patient Assist applications and queries
• Assist with the update and management of the reference price file and communication there-of
• Assist the Business Development Manager, Managed Healthcare with general administration and secretarial duties

Secretarial support
• Arrange conference calls and meet and greet visitors as required
• Provide support to the Sales & Marketing Manager, Hospital Division, as well as the Business Development Manager, Managed Healthcare, with general administration and secretarial duties
• Attend to typing, editing, finalization and quality control of reports, letters, presentations, faxes, e-mails, etc.
• Maintain a record of sales meetings and attend to minutes in this regard
• Liaise with external and internal parties to source/obtain information, follow-up on requests, submit reports, etc.
• See to the ordering of stationery etc as required
• Provide back-up to reception during lunch times or as needed
• Ensure the completion of records of training and attendance registers for all sales training activities and provide this to HR for SETA reporting

Travel Arrangements
• Co-ordinate local travel arrangements for sales staff in consultation with the PA to the MD
• Arrange the booking of flights, accommodation, car hire, airport transfers
• Draw up and distribute itineraries when needed
• Process travel expenses and provide these to the Finance Department timeously
Events co-ordination
• Arrange inland cycle briefs and sales management meetings as required
• Manage / assist and organise bi-annual sales conferences through:
o Sourcing venues and negotiating prices
o Assist with planning the program of events and activities
o Ensure effective facility management with regard to room layout, sound systems etc
o Manage arrangements for guest speakers / trainers etc
o Liaise with suppliers e.g. external caterers etc
o Assist with the design of programmes and promotional materials
o Serve as liaison with vendors on event-related matters
o Prepare nametags, materials, notebooks, packages, gift bags, registration lists, seating cards etc
o Close out / wrap up events as required
• Arrange other events on an as-needed basis e.g. client entertainment, training programmes etc

PRE-REQUISITES
• Matric certificate
• A minimum of 2 years related experience in a sales administration role, preferably to multiple managers
• Knowledge of administrative and clerical procedures
• Knowledge of customer service principles and practices
• Reliable transport (working hours 8am to 13pm)

TECHNICAL COMPETENCIES REQUIRED
• Excellent word processing skills which includes Advanced Word, Excel, PowerPoint
• Good knowledge and proven application of administration processes, systems and practices
• Knowledge of and experience in the pharmaceutical industry is a strong advantage

BEHAVIORAL COMPETENCIES REQUIRED
• Professional and presentable
• Accuracy and attention to detail
• Good communicator with sound interpersonal skills
• Excellent prioritization and time management skills
• Good planning and organizing skills
• Self discipline and effective administration skills
• Must use initiative, be proactive and have good follow-up skills
• Positive attitude
• Self motivated
• Able to work independently.