Administrative Assistant - UPD Cape Town

Clicks Group Limited; Cape Town; On-site; ZAR 180,000 - 240,000; Full time

Job summary

Clicks Group is seeking an Administrative Assistant at our Cape Town branch to support Training (QA/Compliance), Distribution and Delivery, Purchasing and Packaging Administration, and general office duties.

The role reports to the Branch Manager (CT) and requires 1–2 years in an administrative role within sales or retail, with distribution/wholesale experience advantageous. Matric and admin qualification preferred.

Qualifications

• Matric and post‑matric qualification in administration advantageous.
• Minimum 1–2 years' experience in an administrative role within a sales or retail environment.
• Distribution or wholesale experience and admin experience, with strong writing and reporting skills.

Responsibilities

• Training Administration and Compliance: assist QA/Compliance with training coordination and record-keeping.
• Distribution and Delivery Coordination: manage daily delivery bookings and liaise with customers and transport providers.
• Purchasing and Packaging Administration: obtain quotations, update pricing, create and process POs, monitor stock and supplier communications.
• Administrative Support: provide support across Quality, Distribution, Purchasing and Administration, prepare reports and maintain records.

Education

Matric

Post-matric admin cert

Job description

Listing reference: click_027677

Listing status: Online

Apply by: 27 October 2026

Position summary

Industry: Pharmaceutical Sector

Job category: Other: FMCG, Retail, Wholesale and Supply Chain

Location: Cape Town

Contract: Permanent

Remuneration: Market Related

EE position: Yes

About our company

Clicks Group

Introduction

We are looking to recruit an Administrative Assistant to work for United Pharmaceutical Distributors (UPD). The role will be based at our Cape Town branch and will report to the Branch Manager (CT).

Job Purpose:

• To provide administration support of the branch for Training (QA/Compliance), Distribution and Delivery Coordinator, Purchasing and Packaging Administration.

Job Objectives

1. Training Administration and Compliance

• Assist the Quality Department with the coordination and administration of all training activities.
• Maintain and update the QCBD training system accurately and timeously.
• Monitor and ensure that all departments complete their monthly training requirements.
• Ensure all training attendance registers are completed, collected, and uploaded onto the relevant systems.
• Coordinate and maintain departmental Training SOPs and training records.
• Track training compliance and provide regular feedback and reports to departmental managers.
• Ensure training documentation is up to date and readily available for audit and compliance purposes.

2. Distribution and Delivery Coordination

• Coordinate and manage daily delivery bookings for Retail, Distribution, and DI customers.
• Communicate delivery bookings and nominated delivery times (NDD) to all relevant stakeholders.
• Liaise with customers, transport providers, and internal departments to ensure on-time delivery scheduling.
• Monitor delivery schedules and escalated potential delays or issues where necessary.
• Maintain accurate records of bookings, delivery schedules, and related communications.

3. Purchasing and Packaging Administration

• Obtain and compare quotations for packaging materials required by the Distribution, Wholesale, and Food divisions.
• Update and maintain packaging specifications and pricing schedules on a weekly basis.
• Create and process Purchase Orders (POs) in accordance with company procedures.
• Submit Purchase Orders to suppliers and conduct follow-ups to ensure timely supply of packaging materials.
• Monitor stock availability of packaging materials and proactively communicate shortages or supply risks.
• Maintain accurate purchasing records, supplier quotations, and procurement documentation.

4. Administrative Support

• Provide general administrative support to the Quality, Distribution, Purchasing, and Administration departments as required.
• Prepare reports, maintain records, and ensure all documentation is filed accurately and timeously.
• Assist with ad hoc administrative projects and operational requirements.
• Support management by providing accurate information and updates relating to training, distribution, and purchasing activities.
• Ensure adherence to company policies, procedures, and operational requirements in the execution of duties.

Qualification

• Matric
• Post matric certificate/qualification in administration advantageous.

Experience

• Minimum of 1-2 years’ experience in an administrative role within sales or retail environment
• Distribution or Wholesale experience and Admin experience
• Writing and Reporting
• Delivering Results and Meeting Customer Expectations
• Following Instructions and Procedures
• Analyzing
• Presenting and Communicating Information