PA/Sales Secretary Job

Remuneration:	R11500 per month
Location:	Welgemoed
Education level:	Diploma
Own transport required:	Yes
Type:	Permanent
Reference:	#AKAD0803
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:

Skills: