Sales and Distribution Administrator

South African National Blood Service; Roodepoort; On-site; ZAR 304,000 - 371,000; Full time

Job summary

South African National Blood Service in Roodepoort is seeking a Sales and Distribution Administrator to ensure accurate invoicing by correcting system data and processing sales orders in SAP/Meditech.

The role focuses on administering the sales order to release correct invoices to accounts receivable, maintaining hospital and blood bank client data, generating timely reports, and ensuring SOP compliance while coordinating with the head of department.

Qualifications

• Experience with invoicing and sales order processes is required.
• Familiarity with SAP and Meditech or similar ERP systems is preferred.
• Proven ability to correct and maintain master customer data.

Responsibilities

• Administer sales order processes to ensure accurate invoices for accounts receivable.
• Process and generate invoices from SAP and Meditech per procedures.
• Maintain customer relationships by contacting hospitals and blood banks.
• Provide timely reports to the supervisor and maintain SOP compliance.
• Despatch case sheets and ensure documentation is archived.

Skills

Analytical Thinking

Attention to Detail

Ethical Behaviour

Customer Service

Planning and Organising

Teamwork

Communication

Technical Skills

Computer Literacy

Education

Grade 12

Tools

Excel (Basic)

Word (Basic)

SAP Exposure (Basic)

Job description

Job category: Others: Sales and Purchasing

Location: Roodepoort

Contract: Permanent

Business Unit: Constantia Kloof

Remuneration: R 337,383.00

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 timeframes:
• 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 timeframes.

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.