HOD: Client Liaison and Admin at SGS

Job Description

PRIMARY RESPONSIBILITIES

• To manage the business front line services: Client liaison and administrative functions.

SPECIFIC RESPONSIBILITIES

• Plan, organize, lead, and control the frontline services of the analytical laboratory, client liaison and financial administration.
• Overseeing the client liaison function in line with:
• Leading in effective communication with clients.
• Correct interpretation, understanding and issuing of the client’s quotes.
• Quotes acceptance follow up.
• Effective attendance to client’s queries/enquiries within reasonable time.
• Drive the divisions activities, by making timely technical decisions with regards to reaching the clients objectives.
• Intermediate and post campaign follow up on the services rendered
• Communication with the Laboratory Manager on oncoming projects.
• Assist with job review when samples are received, to ensure instructions are clear and understood before work is registered on the system.
• Develop and implement internal framework, processes, and procedures for the effective performance, thereby ensuring control of costs, income, quality, and productivity.
• Accountable for invoicing, and ensuring correct quotations are send to clients on time.
• Generate and assist with analyzing the data for management. (Financial stats, sample volumes, clientele database).
• Compile information relating to costing/pricing of activities, including the application of principles applicable to the determination of factors to be used for cost/price determination.
• Comply to the annual rate increase systems, thereby ensuring prompt communication and consistent application.
• Oversee the control, handling, and administration of age analysis.
• Oversee the procurement function rendered in the division.
• Oversee the LIMS and IT application in the division.
• Oversee the control and handling of transportation.
• Manage compliance and ensure maintenance to all IT systems in the division.
• Collaborate with staff complement in the Laboratory, assist to address staff concerns, motivate staff, identify training needs, and ensure they are addressed, promote competence.
• Responsible for petty cash and other financial reconciliations.
• Accountable for all the billing KPI’s within the facility.
• Perform any other reasonable tasks as assigned by direct line manager.

COMPLIANCE & AUTHORITY 

• Initiate a formal improvement request when a deviation of the system occurs, improvements are identified or when nonconformity is identified.
• Report any faulty and/or nonfunctioning apparatus or equipment to the immediate superior.
• Each staff member has the authority to cease the use of any equipment that may be deemed to constitute a safety hazard and/or work that may affect the quality or integrity of test results.
• Any person has the right to refuse to perform work that may damage the environment in an imminent and serious way and to report such a situation.  The employee has the responsibility to protect the environment as well.
• Cease the use of any equipment that may be deemed to constitute a safety hazard or entry to hazardous environments without the necessary knowledge and protection and report the situation to higher authority to act.
• Cease to continue with work that may affect the quality (integrity) of services and report the situation to higher authority to act.
• Initiate a formal improvement request when a deviation of the system occurs, improvements are identified or when nonconformity is identified.

Qualifications

Education

• Matric (Grade 12) – with Mathematics and Science as subjects
• Financial Management / Administrative qualification will be an advantage and/or proven years of laboratory, knowledge, skills, and experience sufficient to be recognized as a qualification through – Recognition of Prior Learning
• Proficient with PC's, especially with MS Word, Outlook, PowerPoint, and Excel programs.

Experience

• Minimum of 3 years’ experience in a financial / administrative position
• Laboratory background and related systems would be an advantage.
• Previous client and supplier liaison experience
• Effective written and verbal communication skills
• Excellent people skills and the ability to work with a variety of personalities.
• Ability to consistently meet deadlines.
• Ability to work both independently and as part of a team.
• Superb organizational skills
• Ability to multi-task and manage several issues simultaneously.
• Ability to maintain a positive and professional attitude when dealing with escalated issues.

REQUIRED SKILLS

• Self-motivator
• Good verbal, written and communication skills.
• Ability to multi-task
• Outstanding diligence
• Concern for order
• Must have good understanding of Microsoft Office (Excel / Power Point, etc.)
• Work must be done systematically and with the highest level of accuracy.
• Organizational and record-keeping skills
• Customer focus and service orientation
• Basic budget comprehension
• Administrative skills
• People skills
• Basic administrative and communicative PC skills.
• Windows package and email proficiency.