Clerical Assistant (Port Elizabeth) at Aspen Pharma Group

Description
Job Overview:

• Receive delivery notes, load materials, dispatch trucks, upload information/ documentation into ERP, and process sales orders

Responsibilities

• Documentation, reporting & record keeping
• Complete goods receipt notes and carry out material verification
• Generate sales orders
• Generate picking lists, packing list, load plans, sales invoices and de-shroud notices
• Obtain signoff on finished goods from the Pharmacist prior to distribution, for materials only required for scheduled items
• Book the goods into the ERP System
• Send Stores receipt note and purchase orders to Finance and the Lab
• Assist in gathering the information required for reporting in department or area of technical expertise
• Compile detailed and standardised reports and consolidate documents
• Retrieve supporting documentation and records to facilitate and support query resolution

Investigating

• Prioritise issues and orders
• Determine the cause of damaged goods
• Escalate unknown causes to the superior
• Track down mislabelled products, and correct the labelling thereof

General office support/ Administrative support

Coordinate project and office services

• Perform advanced administrative, operational, customer support and computational tasks (such as, basic data analysis, report and document development, complex report preparation, content development, meeting planning and advanced research)

Plan & process

• Coordinate and provide input into work activities and priorities
• Monitor adherence to schedules
• Provide recommendations to management on improvement in processes
• Provide guidance to and/ or assists others with work activities
• Check own work

Stakeholder relations

• Communicate with internal stakeholders to achieve work objectives and to maintain relationships
• Communicate with employees and management, to assist and convey information

Requirements
Skills Required

Background/experience

• 1-3 years’ experience in an administrative role
• Minimum of a 2 year Diploma in Administration

Specific job skills

• Product knowledge (ERP System, Hardware, Database)
• Administration knowledge

Competencies

• Planning and Organising
• Meeting Deadlines
• Capturing Facts