SUMMARY:
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POSITION INFO:
Senior Capital Equipment Administrator
MAIN PURPOSE OF THE JOB
To ensure that the capital equipment administrator function operates efficiently and effectively, and quotes and tenders are processed and submitted timeously, supporting the Marketing Department, and working symbiotically with Medical Master, whilst assisting with ad hoc administration tasks as needed, and to work within the Company’s Quality Management System framework.
REQUIRED MINIMUM EDUCATION
MINIMUM PREVIOUS WORK EXPERIENCE
- 3-5 Years in a related field
DESIRABLE ADDITIONAL EDUCATION, WORK EXPERIENCE AND PERSONAL QUALITIES
- Computer Literacy: Excel, Word, Outlook, OneDrive, MS Teams
- Effective Time Management and Record keeping;
- Methodical;
- Able to work under pressure;
- Effective communication and interpersonal skills with superiors, colleagues and suppliers; attentive to detail, and ability to multi-task and to be able to use own initiative.
Key competencies:
- Critical thinking and problem-solving skills.
- Planning and organization
- Decision making
- Be Proactive
- Effective communication and teamwork skills
- The ability to plan ahead and deal with unexpected changes.
- Effective conflict management, and ability to work as part of a team.
PRIMARY ROLE
IN-PUT
1. Process all Capital Equipment quotations and forward to Customers.
2. Responsible for linking of all quotes within Goldmine.
3. Maintains Capital Equipment Pricing and Costing files and updates are done where necessary.
4. Makes sure that client has adequate stock of Capital Equipment literature, brochures etc.
5. Places all orders for Capital Equipment with Procurement Officer
6. Follows up on outstanding Capital Equipment orders by constant liaisons with Suppliers, Forwarders and Clearers and communicating this to the relevant Sales Reps, in the absence of the Procurement Officer
7. Coordinates Capital Equipment demos with reps and prepares relevant documentation to accompany equipment on loan.
8. Produces Equipment Evaluation Forms and makes sure these are completed correctly.
9. Ensures that Equipment is cleaned by warehouse after each demo and before it is sent out on next demo.
10. Responsible for ensuring that the demo room is well maintained.
11. Controls Inventory of Capital Equipment and spare parts
12. Process all orders received from Customers on Macola
13. Completion of all tender documentation (manages the entire Tender Process)
14. Monthly Reports for Capital Equipment
15. Support and assist Capital Equipment Team and other supporting functions.
OUTPUT
• Capital Equipment quotations are sent to customers within 24 hrs.
• Goldmine updated regularly.
• Price files are up to date (Client pricing & Supplier pricing)
• Orders are placed.
• Order status is known.
• Effective communication, updated information on hand always
• Capital Equipment demos are planned and documents prepared.
• Equipment Evaluation forms are completed correctly.
• Equipment is clean when sent out on demo.
• Demo room is readily accessible to Visitors/Customers
• Accuracy of inventory
• Accurate Pricing loaded within Macola.
• Tenders forwarded to the relevant Manager/Supervisor for assessment prior to submission date.
• CE Reports: Quotation Report, Survey update reports and other CE Report required to be produced on time and accurately.
• Team Flexibility to work within CE Team to support each other to meet business outputs/objectives.
Equipment Service / Repairs (Support Function)
IN-PUT
1. Processes all service / repair quotations.
2. Generates all service / repair invoices.
3. Maintains Goldmine with respect to all servicing and repairs.
4. Maintains Equipment Parts Pricing and Costing files and updates are done where necessary.
5. Places all orders for Equipment Parts with Procurement Officer
6. Follows up on outstanding orders.
OUTPUT
• Service / repair quotations are sent to customers timeously.
• Invoices are produced and distributed timeously.
• Servicing report generated and forwarded to Gerhard (Medical Master)
• Price files are up to date.
• Orders are placed timeously.
• Order status is known and communicated.
Health & Safety and Quality Standards (Primary Responsibilities)
IN-PUT
1. Assist in maintaining the Health & Safety principles of the organization.
2. Work within the Company's Quality Management System
3. Ensure that the appropriate QMS documentation is always used, and that document version controlled and maintained.
4. Documentation of NCA’s and AR’s where relevant.
5. Best Practices – Improve processes and policies in support of organisational goals. Formulate and implement departmental policies and procedures to maximise output. Monitor adherence to procedures.
6. Administrative excellence
OUTPUT
• Assist in minimal accidents with constant vigilance.
• Minimize audit findings.
• All documents used are aligned to clients QMS including quotes, IQ, OQ, PQ and customer surveys.
• NCA’s raised, investigated, and closed timeously.
• Continuous improvement of processes & procedures through BEST recommendations.
• The quality of the level of service provided by carrying out the responsibilities in all CE administration tasks, activities & reports being executed timeously, with accuracy.
General Responsibility
IN-PUT
1. Filing, Archiving, communication
2. Compiling and updating Monthly Reports for Capital Equipment
3. Support and assist Capital Equipment Team and other supporting functions.
OUTPUT
• Filing is up to date.
• CE Reports: Quotation Report, Survey update reports and other CE Report required to be produced on time and accurately.
• Team Flexibility to work within CE Team to support
