Order Processing Administrative Coordinator (AEC-Amersham Based in Kyalami) at NECSA

Key Performance Areas:  

GENERAL CUSTOMER SERVICE

Review and Verify Orders

• Carefully examine customer orders for accuracy, including product specifications, pricing, and delivery details.
• Ensure that all order information is correct and complete for processing.

Data Entry and Processing:

•  Enter order data into the company’s SAP system, maintaining accuracy and completeness.
• Coordinate with inventory management to check product availability and communicate any stock issues or delays to customers.

Document Preparation:

• Generate invoices and shipping documents (such as packing slips and labels) to prepare orders for dispatch.
• Liaise with shipping and logistics departments to schedule pickups and deliveries, ensuring timely shipment of orders.

Returns and Exchanges:

• Process returns and exchanges, updating inventory records and issuing refunds or credits according to company policies.

Customer Communication:

• Handle customer inquiries related to their orders.
• Provide updates on order status, shipping information, and resolve any issues or discrepancies.

Relationships:

• Develop effective working relationships with colleagues, business partners, and customers.

Other:

• Hold a 30-minute meeting daily to review previous day orders.
• Perform other duties on request.

PROCESSING OF RADIOACTIVE PRODUCTS

• Receive all nuclear medicine orders via email or telephonically from customers, and process them by completing the spreadsheet and then send the spreadsheet to NTP (or other suppliers as required). Upon return from NTP, confirm that all orders are correctly captured and then generate invoices. This is done on a daily basis.
• Once production is completed at NTP, generate corresponding invoices. At the end of the month complete a recon and send it to NTP.
• For all products confirm that the Customer has a valid Section 21 and a valid Authority issued by SAHPRA.
• Receive goods received note (GRN) via mail and generate invoices.
• Handle customer queries in a very effective and professional manner.
• Follow up on all customer orders which were received telephonically and by email.
• Forward all necessary information to sales team on the leads generated.
• Document customer complaints for nuclear medicine products and forward to Compliance Officer.
• Meet deadlines all the time.
• Provide excellent service to internal customers (Sales).
• Monitor backorders of products by checking backorder reports.

PROCESSING OF LIFE SCIENCE ORDERS

• Process Life Science orders received via email or telephonically, and invoice within SOP requirements.
• Communicate with the Sales Team of any queries that may arise before processing the order.
• Request purchasing or stock against the created sales order.
• Advice drivers about the invoices of the day.
• Meet deadlines at all times.

ADMINISTRATION AND COORDINATION FOR TECHNICAL SERVICES

• Coordinate the timetable for service and calibration of equipment.
• Coordinate field trips for the Service Technician.
• Liaison with customers for routine service and calibration.
• Arrange Technician for service and installation.
• Generate quotations and processes customer orders.
• Monitor spare parts for repairs. Send calibration certificates to customers.
• Update customers on status of repairs or service.

QUALITY MANAGEMENT AND SAFETY

• Ensure that all admin and filing in the order processing department is up-to-date and accurate.
• Match every invoice to a POD and file accordingly.
• Update new item codes on SAP as well as on the new code forms.
• Attend in-house training of current and new product ranges.
• Attend all SOP training
• Attend compulsory SHEQ meetings. Attend all safety awareness sessions
• Meet the requisite safety targets
• Prepare weekly and monthly reports and submit to relevant stakeholders
• Perform any other adhoc tasks as requested by the CSS Manager
• Adhere to company’s SOPs.

JOB REQUIREMENTS

The incumbent must display the following:  

Knowledge and skills:   

• Attention to detail.
• Very good data capturing skills.
• Computer literacy: Proficient in MS Office is essential.
• Good numeracy skills are essential/ Basic mathematical skills.
• Ability to learn products quickly and efficiently.
• Good written and verbal communication skills and excellent telephone skills
• Customer focus and good understanding of customer care.
• Professional in all aspects of conduct, grooming (neat and presentable).
• Excellent interpersonal skills.
• Able to handle pressure and exhibit good time management skills, demonstrating a sense of urgency and commitment.
• Energetic, self-motivated

Requirements

Qualifications and Experience:  

• Matric with Maths and Science subjects and a minimum of 50% in English.
• A tertiary qualification in Business Management or equivalent.
• Computer literate (Word and Excel).
• Three (3) years’ relevant experience in a customer service department in the healthcare or life science sectors.
• Valid driver’s licence.
• Willingness and availability to work overtime and weekends on short notice.
• SAP system experience advantageous.