Sales & Marketing Admin Assistant (Pharmaceutical Company) – Johannesburg, Gauteng 259 views

Job Overview


  • Matric
  • Secretarial Course
  • 2-3 years’ experience as a Sales Assistant
  • Experience as a Sales Assistant in a pharmaceutical company – desirable



Skills/Physical Competencies

  • Highly Computer Literate
  • Advanced Knowledge in Microsoft Word, Excel, PowerPoint and Outlook, Office Publisher
  • A good understanding of the Orderwise programme or similar
  • Good Organisation Skills


Behavioural Qualities:

  • Good communication skills (verbal and written)
  • Tolerant and understanding
  • Interpersonal skills
  • Ability to work under pressure
  • Good time management skills
  • Planning and organising
  • Deadline driven
  • Self-motivated
  • Use initiative
  • Financial acumen


The main purpose of this position:


Responsible for all administrative support to the Sales and Marketing department


Duties & Responsibilities:


Responsible for providing administrative support to the Sales and Marketing department:

  • Preparing the administrative requirements for new employees as well as the necessary training
  • Preparation of the following is required (personal details- finance, copy of ID and driver’s license, float and letters of acknowledgement, administration file, load information to be entered into PDA, petrol logbook and petrol cards)
  • Keep personal files of all Sales Reps and all Sales & Marketing Staff which includes 🙁 general and personal info, copies of all local & petrol expenses, copies of customer database – reps only, and copies of all stat orders – reps only
  • Ordering of stationary for sales department
  • Ensure all filing is done on a weekly basis and preparing Invoices for finances
  • Ensure all archiving is done on a regular basis
  • Responsible for updating contact list check proofs to ensure all information is correct (business cards)
  • Responsible for ordering cartridges for printers and logging of calls for printer problems
  • Co-ordinating mail for reps and managers and arranging with couriers to deliver payslips & petrol cards
  • Ensure administration files for reps and managers are up to date which includes the following docs (sales dates, contact numbers (office & wholesalers), inland expenses forms, petrol expense forms, Medpages file upload, important letters


Manage the Orderwise programme to assist reps in their daily activities and to ensure efficiency:

  • Ensuring reps details are loaded onto the system, maintain each reps customer database, ensure database reflects onto PDA’s, maintain management system regularly, all Wholesalers with product codes and prices are maintained
  • Ensure all independent stat orders are loaded timeously, dial system through on a daily basis, regular reports of customer database for each rep, load new products, codes and prices regularly, load or change all databases details and/or account numbers when requested
  • Responsible for completing monthly reports (Sales contact list, fleet report


Invoices and Payments:

  • Responsible for processing all invoices for payment by: (Receiving authorisation from relevant manager, completing cheque requisition and receiving relevant signatures, capturing information, follow up of outstanding purchase orders and payments and liaising with customer with regard to discrepancies on accounts)


Process Local Expense claims of the entire Sales Inland, Marketing and Rep team:

  • Submission of expenses, reviewing proof of payments, cost allocation, authorisation and signatures obtained and capturing expenses for budget report)


Assist Reps and Managers daily which includes the following:

  • Compile reports for Regional Sales Managers regarding, product codes, bricks, customers and prices on an ad hoc basis
  • Compile rep and Managers local expenses Inland Managers – check, authorise, copy, cheque requisition, copies, capture and send to finance for payment
  • Handle all admin relating to country trips, bookings and confirmations and summary report
  • Assist all reps and managers with queries and problems
  • Ensure Rep’s PDA’s are in working order all the time in order for them to do their work on a daily basis – which includes the following: (Ensuring new reps receive a PDA and sufficient training, ensure availability of spare PDA’s, attend to queries,)
  • Handle booking of all boardrooms for meetings



Assist with the arrangements of conferences, meetings and cycle meetings (including National Sales Conference) which includes:

  • Search for suitable venue and do site inspections (with regard to National Sales Conference)
  • Making all the relevant arrangements and communication (booking of boardroom dietary requirements, caterers, refreshments, tea/coffee, snacks, gala evenings etc.)
  • Informing all reps and managers of their flight and accommodation details
  • Collect or arrange transport for reps and/or managers to and from airport to the relevant locations where meeting is taking place
  • Compile a map and a list of travel arrangements and forward to relevant people if off site
  • Arrange lunch and refreshments – collect lunch and refreshments if necessary
  • Take the reps/managers back to the guesthouse and collect them the next morning where necessary
  • Compile an attendance register for each day of the meeting
  • Prepare boardroom – agenda, notepads, pens, water, ensure all relevant
  • Send invoices through to finance and follow up on payment


Ensure the award evening is planned well for gala evenings:

  • This involves (arranging/ buying and transporting all relevant décor – table cloths, chair covers, centre pieces, DJ, menu’s, caterers, balloons etc.
  • Responsible for arranging clean up after the event and ensuring that all company material is removed from the venue after conferencing sessions


General duties:

  • Ensure there is always sufficient cutlery, serviettes, trays, refreshments and snacks in boardroom and replenish when necessary.
  • Ensure Medpages Customer Files are updated weekly and communicate any changes via e-mail to Medpages (address, new customers, deceased customers etc.) this also involves loading updates onto the management system to change details on reps PDA’s
  • Ensure all relevant people making use of the courier service has access to e-waybills on the website
  • Responsible for the renewal and arrangement of petrol cards for relevant people in the Company including the filing of acknowledgements, this also involves attending to queries
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Contact Us

Unit 3 Sunningdale Suites
12 Wild Wood Close
Cape Town
Send an email
+27 21 554 5309 / +27 21 200 6629

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