JOB DESCRIPTION DATE: July 2017 POSITION: Sales Coordinator BUSINESS UNIT: Pharma Services LOCATION: Craigavon REPORTING TO: Billing Supervisor RESPONSIBLE FOR (PEOPLE): N/A
OVERALL ROLE OBJECTIVE:
Processing client purchase orders through our ERP system, and on-line 3PL and order-to- cash system. Managing the invoicing cycle for products and contract services. Performing a credit control function. Providing administrative support to the Client Services Department.
JOB SPECIFIC RESPONSIBILITIES: The post holder will:
Customer Records
1. Compile new client and customer details, ensuring accurate records are maintained for both
2. Maintain clients and customers on the Tropos, Pharma POP & order-to-cash systems.
3. Maintain price lists on the Tropos and order-to-cash systems.
PO Receipt & Sales Order Submission
4. Receive orders by telephone, fax & email and process them on the Tropos, Pharma POP & order-to-cash systems (as applicable).
5. Date record receipt of POs.
6. Check PO against terms and conditions agreed. Where in compliance with terms, process PO. Where not in compliance, initiate internal discussion with Product Supply Manager (PSM) / Client Team Leader (CTL).
7. Supply written Purchase Order Acceptance for each Client PO received.
PO Progression
8. Monitor progress of Sales Order Goods Available Dates and compare with Goods Required Dates to ensure timely delivery. Obtain information for this from: Scheduling, Production, Logistics and Product Supply.
9. Maintain up-to-date data on progress of Client POs, in particular Promise Dates. Invoicing Cycle
10. Allocate stock for despatch against Sales Orders.
11. Liaise with PSMs/CTLs and Senior Management to obtain data on current & forecasted miscellaneous charges for forthcoming 3 months.
12. Raise miscellaneous invoices as directed by Line Manager, PSMs/CTLs/ Project Mangers/Senior Management.
13. Track and check sales transactions daily.
Reports
14. Provide accurate reports, as required, including stock reports, Month-end revenue report and order-to-cash reports.
Credit Control
15. Check remittance receipt and allocate payments against client accounts.
16. Review order-to-cash customers’ remittances, daily, and match receipts against order- to-cash invoices.
17. Obtain and review Monthly Aged Debtors List, for both clients and order-to-cash customers.
18. Supply remittance reminders to debtors and chase remittance.
19. Report regularly to line Management any overdue accounts.
20. Maintain accurate and up-to-date records of debtors’ accounts. GENERAL ROLE RESPONSIBILITIES:
Quality Ensure GMP is adhered to in all areas of work. Process Optimisation Ensure the efficiency of processes, equipment and staff are optimised. Health & Safety Understand Company’s Health & Safety Policy and follow all company HSE procedures. Report all accidents or any unsafe conditions in the work place. Training and Development Ensure training has been received before undertaking specific duties and that all training is recorded in training records. Human Resource Management Adhere to all HR policies and procedures, to include all absence policies and procedures. Communication Communicate within your own department to ensure that all relevant information is forwarded to the appropriate personnel on a regular and timely basis. Provide regular updates to your line manager regarding progress on required duties and the status of any projects. Equal Opportunities Observe and adhere to the company's Equal Opportunities and Dignity at Work policies ensuring that a neutral and harmonious work environment is maintained in which bullying and/or harassment does not occur. Core Competency Framework Ensure that all job specific responsibilities relating to the overall role objective are carried out in accordance with the requirements outlined within the Almac core competency framework.
By signing this Job Description I accept that I have received and read the Job Description and have accepted the responsibilities identified therein. EMPLOYEE’S SIGNATURE:
PRINT NAME:
DATE:
This job description should not be regarded as conclusive or definitive. It is a guideline within which the individual jobholder works. It is not intended to be rigid or inflexible and may alter as the Company’s strategic direction changes. PERSON SPECIFICATION DATE: December 2016 POSITION: Sales Coordinator BUSINESS UNIT: Pharma Services LOCATION: Craigavon REPORTING TO: Billing Supervisor RESPONSIBLE FOR (PEOPLE): N/A
ESSENTIAL DESIRABLE ASSESSMENT REQUIREMENT REQUIREMENT METHOD
QUALIFICATIONS 5 GCSEs (or equivalent) Application Form including passes in and Documentary English Language and Evidence Maths. 2 “A” Levels (or equivalent).
EXPERIENCE Relevant administration Previous experience in the Application Form experience. Pharmaceutical industry and Interview
Previous experience with Sales Order processing on an ERP system and credit control
KEY SKILLS Proficiency in use of IT Ability to communicate in additional Test and Interview applications (Word, Excel, European Language(s) (in addition to Outlook etc) English)
Excellent communication skills (verbal and written)
Proven ability to format documents and have high attention to detail
Proven ability to work effectively on own initiative and effectively contribute within a team environment
Proven ability to engage with clients in a professional manner
Proven ability to organise, plan and prioritise tasks within a high volume, varied workload ALMAC CORE COMPETENCIES
COMPETENCY BEHAVIOUR ASSESSMENT METHOD
RESULTS DELIVERY Delivers results on time, within constraints and Interview in line with company policy and procedure and organisational strategy. Demonstrates a continuous drive for quality and a commitment to excellence.
PROACTIVE SOLUTIONS Analyses and uses experience and logical Interview methods to make sound decisions which solve difficult problems. Seeks practical/workable and innovative methods to deliver solutions.
LEADS BY EXAMPLE Promotes a clear vision and mission. Acts as a Interview positive role model for the organisation, fostering a climate of teamwork and development.
COMMUNICATION Communicates clearly and effectively. Interview Promotes the exchange of ideas and information across the organisation. Fosters dialogue to ensure everyone understands what is going on.
CUSTOMER FOCUS Strives to exceed the expectations and Interview requirements of internal and external customer; acts with customers in mind and values the importance of providing high-quality customer service.
JOB SPECIFIC KNOWLEDGE Demonstrates required job knowledge and Interview understanding to successfully and competently fulfill or exceed the requirements of their post. Follows correct procedures and guidelines (SOPs). Proactively demonstrates a desire to enhance and develop their job knowledge.