Sales Order Clerk Internship at Ultra Personnel
Job Reference: JHB001491-VM-1
A well-known medical company that supplies various hospitals with medical equipment is seeking a Sales Order Clerk for an internship role. A Business Administration qualification is required, which can be a degree or a 3-year diploma from a well-recognized tertiary institute. This position is based in Edenvale/Modderfontein, and own transport is essential.
Job Description
Duties & Responsibilities
Processing:
- Ensure all sales orders are processed within 24 hours and delivered the following day.
- Process the following documents on NetSuite: sales orders, consignment sales orders, consignment transfers, and loan sets (GRV).
- Verify patient information and purchase order details daily (and weekly if necessary) from the Reps and hospitals regarding usages, recording the information correctly pertaining to both loan set stock (GRV) to resolve discrepancies.
- Escalate unresolved discrepancies to the Processing Manager, relevant CSD Manager, RSM, Rep, and Financial Manager.
- Inform customers of all backorders relating to all order types.
- Assist with Pro-forma invoices for hospitals when necessary.
- Complete GRV identification and collection notification timeously.
- Maintain the smooth running of the CSD/Processing Admin and filing functions by ensuring documents are filed appropriately and act as a point of reference for customers needing copy invoices and PODs.
- Email PODs and invoices to customers.
Consignment:
- Update consignment stock agreements annually and file for auditing purposes.
- Process consignment checks and warehouse as per company policy.
- Complete surge cycle counts per check, resolving variances before involving reps and product managers.
- Process all consignment invoicing and replace consignment stock.
Reporting:
- Pull daily reports and bring any unresolved issues to the attention of the Processing Manager for assistance, including stock in transit, open orders report, usage bin report, and open orders state.
Quotations:
- Be meticulous with patient medical aid limits and quote accordingly.
General:
- Assist with quarterly stock takes and year-end stock takes if required.
- Ensure all customer needs and queries are resolved promptly.
- Maintain good relationships internally and externally with various hospital stock controllers.
- Be available for overtime at month-end, stock takes, and quarter-end.
- Visit state hospitals if necessary to follow up on open orders.
- Familiarize with all aspects of the processing department to serve as backup in the absence of another team member.
Requirements
- Must be a graduate with a Business Administration degree or 3-year diploma.
- A minimum of 2 years previous working experience.
- Intermediate Microsoft Office skills, particularly Excel.
- NetSuite (or similar ERP) experience is an advantage.
- Must be thorough and have attention to detail.
- Valid code 08 driver’s license & own vehicle for work traveling.
- Fluent in English.
- Must be able to work after hours and weekends as required, especially for stock takes.
- Well-presented and professional demeanor with attention to detail.
- High level of communication and excellent administrative skills.
Personality Traits
- Ability to work under pressure, meet deadlines, and use initiative.
- Tough, resilient demeanor.
- Positive drive for self-learning.
- Outstanding work ethic.
- Assertive and confident with the ability to prioritize.
- Customer and service-oriented.
- High achievement drive.
Package & Remuneration
Monthly plus basic salary, medical aid, life policy, and allowances.