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PA/Sales Secretary

Remuneration:R11500 per month 
Education level:Diploma
Own transport required:Yes
Company:West Coast Personnel

Pharmaceutical company seeks a PA/sales secretary to provide a secretarial and value-added support service to the regional sales manager and sales team as outlined in the principal accountabilities listed.

Key responsbilities of this role:
  • Deliver efficient secretarial service
  • Provide general administration service
  • Manage external interfaces
  • Provide efficient sales team support service
Main activities of this role:

Deliver efficient secretarial service
  • Manage communications - written (filing, faxing, email, etc.) and verbal (telephone, direct, etc.)
  • Manage documentation – filing, record keeping, travel documents, distribution of mail, etc.
  • Compile documents and presentations according to organisational outlines and templates for both the RSM and sales team
  • Update schedules timeously according to requirements and priority
  • Prepare provisions for meetings (e.g. documents, presentations) timeously and make available for review by the RSM in advance of scheduled meetings
  • Research and handle delegations according to relevant protocols
  • Screen incoming calls and all visitors for relevance and re-direct as appropriate.
Provide general administration service
  • Daily office and operational duties to ensure a smooth flow of the office
  • Serve as the point of contact person for office duties including: equipment, bills, errands and shopping
  • Expense management responsibilities:
  • Manage the regional functional budget and expenses for RSM and Sales team monthly, specific reference to credit cards expense reconciliation, calculating and completing of rebates and processing of vouchers.
  • Accurately process and record all relevant business transactions and general payment requisitions (include providing general project codes) and petty cash responsibilities.
  • Follow up on expense queries and ensure changes are made
  • Travel arrangement responsibilities:
  • Planning and execute international and national business travel arrangements including flights, accommodation, transfers and Visa applications efficiently and timeously.
  • Check invoices and ensure that it is correct
Events responsibilities:
  • Coordinate and schedule general meetings
  • Plan and execute quarterly trainings, events and conferences
  • Source catering suppliers and provide appropriate refreshments/catering for various events
  • Handle and assist with general enquiries appropriately
  • Keep updated filing system for RSM and regional office i.e. filing deals, confirmation, contracts, RSM’s operational documents.
Manage external interfaces
  • Provide effective, professional interface with external suppliers’ i.t.o recruitment, consultants, equipment suppliers, travel coordinators, conference and meeting venue providers etc.
  • Deal with visitor queries promptly, professionally and effectively
  • Take (telephonic) messages accurately and communicate messages to the relevant recipient
  • Screen both internal and external requests to meet with the RSM
  • Maintain a frontline image that’s professional, courteous and helpful at all times for both internal and external customers
Provide efficient sales team support service
  • Prepare and distribute various sales reports
  • Arrange and assist to prepare/ deliver all hampers, samples, stock and assisting with promotional and advertising material etc. for the RSM and Sales Team.
  • Coordinating of allocations of Point-of-Sale items and stands with necessary control documents 
  • Update inventory of promotional items and receiving inspections
  • Update reconciliation monthly with sample stock spend
  • Human Resources support responsibilities:
  • Managing sales promoters (15 x health advisors) on all administration level
  • Assist HR dept. with promoter timesheets, sales claims sheets and leave forms weekly
Qualifications, experience, competencies:

  • Strong administration skills
  • Superior telephone etiquette
  • Excellent planning and coordination skills
  • Solid written and verbal communication skills
  • Good people and networking skills
  • Good time management skills.
  • Good computer literacy especially in Microsoft applications
  • Good understanding of key business processes and practices
  • Good understanding of business calendar
  • Good knowledge of general administrative processes
  • Proactive and can take initiative
  • Detail-oriented
  • Customer-centric
  • Confidential
  • Pressure resilient and able to adapting well to change
  • Problem-solver
  • Assertive
  • Dedicated and reliable
  • Independent but a team player
  • Grade 12
  • Tertiary secretarial qualification will be beneficial

At least two years’ experience in a related role

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Posted on 03 Aug 14:20

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