Job Summary

Lead procurement operations by developing strategies, managing supplier relationships, and ensuring cost-effective, compliant purchasing to support business needs and inventory control.

Responsibilities

• Develop procurement strategies by analyzing inventory movement and determining optimal inventory levels to meet demand.
• Execute day-to-day purchase order processing by coordinating with purchase requestors to ensure timely procurement.
• Initiate and implement good procurement practices including vendor development, vendor management, cost reduction, and geopolitical risk mitigation.
• Manage inventories and maintain accurate purchase and pricing records to support financial and operational accuracy.
• Maintain and update supplier information to foster strong supplier relationships and negotiate contracts that optimize cost and supply reliability.
• Locate supplies, negotiate deals with suppliers, monitor quality control of supplies, and handle procurement administration efficiently.
• Monitor internal customer and external vendor compliance with procurement principles and practices to ensure adherence to company policies.
• Negotiate and review long-term contracts with suppliers to secure optimal pricing and reliable supply chains.
• Research, source, and evaluate potential new suppliers, following proper procedures and documentation for onboarding.
• Ensure all approved vendor contracts are current and properly stored for easy access and audit readiness.
• Communicate effectively with stakeholders and apply negotiation and project management skills to drive procurement objectives.

Support the Finance Department by managing daily administrative tasks, processing sales invoices, maintaining financial records, handling accounts payable and receivables, and entering stock transaction data accurately.

Responsibilities

• Perform daily administrative tasks to support the Finance Department’s operations efficiently
• Process sales invoices accurately to ensure timely billing and revenue tracking
• Update financial records systematically to maintain accurate accounting data
• Manage accounts payable and receivables by verifying, recording, and reconciling transactions to support cash flow management
• Enter stock transaction data precisely to maintain up-to-date inventory and financial information

Customer Support

• Respond promptly to customer inquiries via phone, email, and other communication channels.
• Provide accurate information about products, services and company policies
• Assist customers in resolving issues, complaints or service requests in a professional manner.

Answering inbound calls

• Handling a high volume of calls professionally and efficiently, often within a fast-paced environment
• Offering additional items, upgrades or promotions to increase the order value based on customer needs

Order Processing

• Process and manage sales orders and invoices accurately to ensure timely delivery and billing
• Provide daily support for sales operations to facilitate seamless transaction processing
• Ensure all orders are entered into the system correctly and follow up on order status when required
• Recording detailed customer requests (what they want, quantity, delivery instructions) into ERP system, ensuring 100% accuracy

Issue Resolution

• Investigate and resolve customer complaints or service issues.
• Escalate complex matters to the relevant department when necessary.

Customer Relationship Management

• Maintain good relationships with customers by providing excellent service
• Follow up with customers to ensure their issues have been resolved satisfactorily

Documentation and Record Keeping

• Maintain proper records of customer interactions, transactions and feedback
• Update customer information in the system as required

Co-ordination with internal departments

• Liaise with sales, logistics, warehouse and other departments to ensure smooth order fulfilment and delivery
• Co-ordinate with internal teams to resolve customer-related matters

Administrative Support

• Prepare reports, documentation and customer correspondence when required
• Support general administrative duties related to customer service operations
• Execute ad duties as assigned

Service Improvement

• Gather customer feedback and report recurring issues.
• Suggest improvements to enhance customer satisfaction and service efficiency

• Formulate or implement regulatory affairs policies and procedures to ensure that regulatory compliance is maintained or enhanced
• Oversee documentation efforts to ensure compliance with local and international regulations and standards. Develop and maintain standard operating procedures.
• Develop regulatory strategies and implementation plans for the preparation and submission of new products.
• Provide regulatory guidance to departments or development project teams regarding design, development, evaluation, or marketing of products.
• Review materials such as marketing literature or user manuals to ensure that regulatory requirements are met.
• Implement or monitor complaint processing systems to ensure effective and timely resolution of all complaint investigations.
• Participate in the development or implementation of clinical trial products.
• Investigate product complaints and prepare documentation and submissions to appropriate regulatory authorities.
• Provide responses to regulatory authority regarding product information or issues.
• Review all regulatory authorities’ submission materials to ensure timeliness and accuracy.
• Communicate regulatory information to relevant departments and ensure that information is interpreted correctly.