General Healthcare Administrator

MINIMUM REQUIREMENTS

• Grade 12 / Matric.
• 23 years' experience in general administration, office administration or a similar role.
• Experience with RFQs, tenders, quotations, invoicing and purchase orders is highly advantageous.
• Experience in the medical, pharmaceutical, healthcare, distribution or regulated environment will be advantageous.
• Certificate/Diploma in Office Administration, Business Administration or a related field will be advantageous.
• Strong Microsoft Office skills Word, Excel, Outlook and PowerPoint.
• Experience with Zoho, ERP, CRM or other business management systems will be advantageous.
• Excellent written and verbal English communication skills.
• Strong data-capturing, filing and document-management skills.
• High level of accuracy and attention to detail.
• A valid driver's licence will be advantageous.

SKILLS & PERSONAL ATTRIBUTES

• We are looking for someone who is:

â Highly organised and structured
â Accurate with excellent attention to detail
â Deadline-driven and able to prioritise
â Confident dealing with customers and suppliers
â Professional in telephone and email communication
â Proactive and able to follow up independently
â Reliable, accountable and adaptable
â Discreet when dealing with confidential information
â A team player who can work across multiple departments
â Comfortable working in a busy, fast-paced environment

KEY RESPONSIBILITIES

General Administration

• Provide day-to-day administrative support to Management and various departments.
• Capture, update and verify information on company systems, spreadsheets, registers and trackers.
• Maintain accurate electronic and manual filing systems.
• Manage incoming and outgoing correspondence, telephone calls and general enquiries.
• Monitor administrative requests and ensure they are directed to the correct department or individual.
• Assist with scanning, printing, photocopying, collating and archiving documentation.
• Maintain stationery and office-supply records.

RFQs, Tenders & Commercial Administration

• Assist with the administration and coordination of RFQs and tenders.
• Prepare, capture and maintain tender and quotation documentation.
• Assist with quotations, pricing documentation and customer requests.
• Track tender, RFQ and quotation deadlines and follow up on outstanding information.
• Assist with purchase orders, delivery documentation and invoicing administration.
• Ensure commercial documentation is complete, accurate and properly filed.

Records, Reporting & Document Control

• Maintain accurate administrative records, registers and supporting documentation.
• Compile routine daily, weekly and monthly reports.
• Track deadlines, outstanding documents, action items and expiry dates.
• Ensure documents are correctly named, filed and version controlled.
• Check documentation for completeness, accuracy and required approvals.
• Assist with documentation required for audits, compliance and internal reviews.

Internal & Customer Support

• Liaise with Finance, HR, Sales, Procurement, Operations, Technical, Regulatory, Customer Support and Warehouse teams.
• Follow up on outstanding documents, approvals and action items.
• Respond to routine customer and supplier queries professionally and efficiently.
• Maintain accurate customer and supplier information.
• Provide regular status updates to relevant stakeholders.
• Assist with reception/switchboard duties when required.

Compliance & Confidentiality

• Maintain strict confidentiality when handling company, customer, supplier, employee and commercial information.
• Ensure records are accurate, traceable and readily available when required.
• Report discrepancies, missing information or process delays promptly.
• Follow company policies, procedures and approval processes.
• Support a professional, safe and well-organised working environment.

Working Hours: Monday Friday, 08h00 17h00

Only candidates meeting the relevant requirements will be considered.