Sales and Distribution Administrator

Job category: Others:
Sales and Purchasing

Location: Roodepoort

Contract: Permanent

Business Unit: Constantia Kloof

Remuneration: R

EE position: No

Introduction

An opportunity has become available for a Sales and Distribution Administrator. The Incumbent will make system based corrections on various sales and distribution reports ensuring accurate invoices for the billing of debtors.

KPA 1:
Administration Of The Sales Order Processes To Ensure The Release Of Accurate Invoices To Accounts Receivable

KPI

• 1.1. Maintain customer accounts accurately by:
• Complete correction of master account details within agreed timeframe.
• Create customer accounts accurately according to specifications on sales order.
• Check system prior to creation of new accounts to ensure no duplication.
• 1.2. Process sales orders within agreed time frames:
• Capture sales order information on VA01.
• Resolve discrepancies by contacting relevant client.
• Deliver or save sales order on system.
• Confirm what passes through the interface agrees with the data reflected on Meditech and patient’s case.
• Complete correction of order details within agreed timeframe.
• 1.3. Process and capture tests according to the standard operating procedure:
• Confirm that the correct number of materials has passed on interface.
• Confirm the clinic location on Meditech to ensure the correct SAIMR processing.
• Open order search module on SAP in order to verify material code to use for different materials and relevant batch codes.
• 1.4. Complete sales order process:
• File all documentation monthly and according to standard operating procedure.
• Notify supervisor via email after completion of each assigned report.
• Complete excel spreadsheet with details of problems experience or any other important information.

KPA 2:
Process Invoicing Of Debtors According To Standard Operating Procedures

KPI

• 2.1 Initiate printing of invoices (State Hospitals / private patients / medical aid) is printed on the system according to Billing Due List obtained from Supervisor and accordance with the standard operating procedure.
• 2.2 Generate invoices by following appropriate processes including:
• Opening in the Invoice module on the SAP System and Meditech and insert order number if required.
• Locating the patient’s account on the Meditech system in the cases where the Meditech invoice number is not provided on case sheet.
• Verifying that all invoices are printed as per Billing Due List.
• Reviewing and sign cover letters as proof that all details are correct on all invoices.

KPA 3:
Maintains Good Customer Relationships By Ongoing Communication And Information Sharing To Achieve Operational Objectives In Own Area Of Operations

KPI

• 3.1 Maintain customer relationships by contacting the hospitals and blood banks regarding missing / incorrect patient details as required.
• 3.2 Attend to and resolve queries submitted by Sales and Distribution Supervisor within agreed time frames.

KPA 4:
Participates In Flow Of Information Sharing With Head Of Department Through Agreed Channels To Achieve Operational Objectives Of Own Area

KPI

• 4.1 Provide required reports, timeously, to relevant supervisor and that reports meet the established standards and provide the appropriate information.
• 4.2 Sustain regular two-way communication with superior on all general staff matters such as Principles of Excellence, team matters, SOP’s, policy changes, etc. through meetings or one-to-one discussion.

KPA 5:
Effective Despatching And Receiving Of Case Sheets And Retrieval Of Relevant Documents

KPI

• 5.1 Ensure all case sheets from blood banks are received on to the CS Tracker system as well as despatched timeously to the archive company.
• 5.2 Compare receipt of case sheets against monthly billing to ensure all case sheets are received and archived
• 5.3 Retrieval of case sheets to assist in query resolution.

• Analytical Thinking and
• Attention to Detail
• Ethical behaviour Customer Service
• Orientation
• Business and Financial
• Acumen
• Problem Solving Excellence Orientation Teamwork Systems Competence
• Planning, Organising and
• Monitoring
• Self-Management Communication Technical Skills/
• Computer Literacy.

Education

• Grade 12.

Experience

• Excel (Basic).
• Word (Basic).
• SAP Exposure (Basic).
• 5 years working experience in a related field.

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