Administrative Assistant - UPD Durban

Introduction

We are looking to recruit an Administrative Assistant to work for United Pharmaceutical Distributors (UPD). The role will be based at our Durban branch and will report to the Finance & Risk Manager I. Duties & Responsibilities

Job Purpose: To provide efficient front-office reception and administrative support while ensuring effective coordination of documentation, supplier and customer communication, and receiving-related processes. The role supports the smooth operation of Finance, Procurement, Operations, and Warehouse functions through accurate record management, invoice processing, discrepancy investigation, claims administration, and maintenance of office resources, while delivering professional customer and stakeholder service.

Job Objectives: ·       Answer, screen and direct incoming telephone calls. ·       Welcome visitors, suppliers, contractors and direct them to the appropriate department. ·       Manage general reception enquiries professionally. ·       Perform filing, scanning, printing and document-control activities. ·       Assist with capturing invoices ·       Follow up with suppliers/customers or internal departments for outstanding supporting documents. ·       Provide general administrative support to Finance, Operations, Procurement and Warehouse teams as required. ·       Assist with processing CST's and claims ·       Assist escalation and investigating receiving discrepancies such as shortages, over-deliveries, incorrect products or documentation differences. ·       Maintain a tracker for outstanding GRIR and unresolved receiving discrepancies ·       Support stock investigations by retrieving GRNs, delivery notes, purchase orders and other receiving documents. ·       Maintain stationery and office consumable stock and arrange replenishment when required.

Desired Experience & Qualification

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/operations
• Distribution or Wholesale experience and Admin experience

Competencies

• Writing and Reporting
• Delivering Results and Meeting Customer Expectations
• Following Instructions and Procedures
• Analyzing
• Presenting and Communicating Information
• Adhering to Principles and Values
• Planning and organizing