Administrator at Discovery Limited

Job Purpose

• To provide hands on administrative and operational support across the supply chain function within the wholesale environment. The role ensures accurate order processing, coordination between suppliers, couriers, and internal stakeholders, while maintaining compliance with regulatory requirements.  The administrator plays a key role in ensuring efficient inventory flow, timely fulfilment, accurate documentation, and effective communication along the supply chain.

Key Outputs

The successful applicant will be responsible for but not limited to the following job functions:

Order & Procurement Administration

• Process purchase orders (PO’s) accurately and ensure timely submission to suppliers
• Track order status, shipment times, and back orders
• Follow up with suppliers on confirmations, delivery dates, shortages and discrepancies
• Maintain accurate supplier documentation, licenses, and contracts.

Inventory Coordination

• Monitor stock levels and communicate replenishment needs
• Update inventory systems with new stock, batch numbers, and expiry dates
• Assist in cycle counts, reconciliations, and investigation of variances.
• Help coordinate recalls, quarantines, and product holds as per the SOP

Warehouse & Distribution Support

• Coordinate with warehouse teams on inbound deliveries, put away, and outbound dispatch.
• Prepare dispatch documents (invoices, pick lists, delivery notes)
• Liaise with logistics and courier parters regarding collections, delivery times, and exceptions
• Monitor delivery performance and escalate issues

Compliance & Regulatory Administration

• Ensure all documents aligns with GDP and GWP requirements
• Maintain supplier and product regulatory records (licenses, permits, registrations)
• Support audit preparation (internal, external, quality, SAHPRA)
• Ensure accurate batch traceability and document retention

Systems & Data Management

• Capture and update supply chain data on WMS (Warehouse management systems) or other relevant systems
• Maintain accurate pricing, product codes, supplier info, and SKU data
• Prepare reports on stock movements, service levels, order status, and supplier performance
• Support digitization and system optimisation initiatives

Stakeholder Communication

• Act as the coordination point between suppliers, warehouse staff, health care providers, and operations teams.
• Respond to queries from internal and external stakeholders
• Communicate delays, stock issues, and risks proactively

General Administrative Support

• Maintain accurate filing systems (physical and digital)
• Assist with invoice matching, GRV capturing, and cost reconciliations
• Support procurement and supply chain projects as required
• Prepare meeting packs, minutes, and follow-up actions

Education required: Essential:

• Matric/Grade 12
• 2 years administrative experience in supply chain, logistics, or pharmaceutical environments

Would be advantageous 

• Certificate in Supply Chain, Logistics, Administration or related field

Experience required: Essential:

• Knowledge of pharmaceutical wholesaling, inventory control, and supply chain workflows.
• Understanding of GDP/GWP regulatory standards
• Proven experience with strong administrative and organisational skills
• Excellent attention to detail and accuracy 

Advantageous:

• Experience working with WMS systems
• Familiarity with SAHPRA, SAPC and compliance requirements
• Experience in pathology practice administration