The Administration Assistant is responsible for providing clerical and administrative services in order to ensure effective and efficient operations.

JOB TASKS & RESPONSIBILITIES/AUTHORITY

1. Operate office equipment such as computer operation, (ABM) system, photocopiers and phone system, spreadsheets, word processing, database management and other applications

2. Answer telephones and provide callers with information, such as eta of purchase orders, quotations and product information. Take phone orders & messages or transfer calls to appropriate staff members.

3. Open, read and distribute incoming emails

4. Type & send out quotes to customers. File quotes

5. Prepare, complete and present documentation for Tenders

6. Complete forms in accordance with company procedures

7. Manage appointments, meetings and operations in diary

8. Look after repairs from the hospitals send them out to the contractor, quote customer, follow up and send back to the hospital when completed.

9. Assist sales department with customer queries – pricing, availability and product data

10. Maintain computer price lists

11. Prepare mail and create mailing list

12. Work according to the Quality Procedures of the company’s Quality Management System

13. Check and enter sales orders, if not in stock create purchase orders and email to the vendor. Create invoice if goods are in stock. File purchase orders in filing system.