Administrative Officer & Sales Support at Kayhelt Pharma

JOB SUMMARY:

The Administrative Officer & Sales Support provides comprehensive administrative, operational, and analytical support to the pharmaceutical sales team. The role ensures smooth coordination between medical sales representatives, the warehouse, customers, and management. The ideal candidate must be detail-oriented, organized, and capable of supporting both office administration and field sales operations in a fast-paced pharmaceutical environment.

KEY RESPONSIBILITIES

Administrative & Office Support

• Manage day-to-day administrative operations of the sales force.
• Maintain proper documentation, filing systems, and record-keeping in line with company SOPs.
• Handle correspondence, memos, letters, and notifications.
• Manage calendars, meetings, travel plans, and logistics for the sales team.

Sales Support & Field Coordination

• Assist medical sales representatives with route plans, call schedules, and territory alignment.
• Monitor daily activity reports from reps and ensure timely submission.
• Track sales targets, achievements, pending orders, and remittances.
• Coordinate product detailing materials, samples, and marketing tools.
• Maintain accurate doctor, pharmacy, and customer databases.

Reporting & Analysis

• Prepare daily, weekly, and monthly sales performance reports.
• Analyse territory performance, product sales trends, and SKU movement.
• Develop simple Excel dashboards and summaries for management decision-making.
• Track sample usage and promotional materials issued to reps.

Customer Service & Communication

• Serve as the first point of contact for customer inquiries and complaints.
• Provide updates on delivery status, stock availability, and product information.
• Liaise with hospitals, clinics, pharmacies, and distributors.
• Follow up on outstanding orders and ensure timely closure.

Warehouse & Logistics Coordination

• Work with the warehouse to confirm stock availability and process order requests.
• Track deliveries and dispatch while maintaining records of waybills and invoices.
• Monitor inventory levels and highlight low stock or near-expiry products.
• Ensure FEFO/FIFO principles are followed.

Compliance & Documentation

• Ensure compliance with Good Documentation Practices and Good Distribution Practices.
• Maintain confidentiality of customer and financial data.
• Keep accurate records of expenses, transport claims, and reconciliations.

General Operations Support

• Assist in planning and executing product launches, sales meetings, conferences, and trainings.
• Provide administrative backup for departmental activities as required.

KEY QUALIFICATIONS

Educational Requirements

• B.Sc or HND in Business Administration, Management, Pharmacology, Microbiology, Biology, or related fields.
• Additional certifications in Sales, Marketing, or Data Analysis are an added advantage.

Experience

• 1–3 years experience in pharma, FMCG, sales support, or administrative roles.
• Experience supporting a medical sales team is an advantage.

Skills & Competencies

• Strong proficiency in Microsoft Excel, Word, and PowerPoint.
• Excellent written and verbal communication skills.
• Strong organizational, multitasking, and follow-up abilities.
• Analytical skills for monitoring and interpreting sales trends.
• High level of integrity and attention to detail.
• Customer service orientation and strong interpersonal skills.

PERSONAL ATTRIBUTES

• Proactive and results-oriented
• Reliable and disciplined
• Ability to work under pressure
• Strong team spirit and positive attitude