Admin and Sales Support Assistant

2 weeks ago

Sydney, Australia Embecta Full time

Key Responsibilities

Admin & Sales Support

1. Sales Support: Generate regular report from SFDC for analysis, compiling weekly and monthly sales reports verses expectations from Power Bi.

2. Samples and Promotional Items: Send promotional literature and/or samples directly to customers as required; ensures accurate tracking of lot numbers for product samples in the event of a product notification or recall. Ensures there is an adequate inventory of samples and promotional literature on hand and responsible to store, move and pack these materials.

3. Administrative Support: To the National Sales Manager and Business Leaders, assisting the broader team and its internal business partners as required. This may include if/ when required to help QA/RA with product recalls by printing and sending product notification/recall letters and tracking the return of required documentation from customers. Support in the spinoff. Process department invoices and forms as requested by National Sales Manager or Business Leaders.

4. Tradeshows/ Conferences/ Team Meetings: Assists the team with organizing the booth, promotional material and any samples required; ensures supplies are delivered and returned in a timely fashion. Coordination of internal sales meetings and training sessions. Manages all team meetings including venue and accommodation bookings and where applicable provide the agenda, take minutes, and organize catering as required. Negotiate with external vendors and follow all BD procurement policies.

5. IT Support Lead & access requirements: Examples include but not limited to Maxwell, My BD Library, BD Diabetes Care ANZ intranet content, SFDC, SharePoint, Buy Smart, Concur, OneDrive file sharing, Microsoft teams.

6. Sales Support: Development of product and/or support folders, kits, literature, and PowerPoint presentations as required. Coordination of materials and timely provision of these to the sales team. Work closely with the National Sales Manager to maintain Pharmacy and ASD funnel tracking reports, along with the development of new Territory Action Plans and follow-up plans as required.

7. Employee on boarding/off boarding: Assist in the coordination of induction program for new Diabetes Care employees, provide administrative and IT induction where appropriate.

8. Other: Other related tasks at the discretion of management.

Contracts & Tenders Coordination

1. Tender Management:
Identify and communicate any new Tender Notifications of applicable tenders to the team and request confirmation. This is done by accessing released tenders through available portals in Australia and New Zealand.

Entire end-to-end tender management (from kick-off to contract sign-off) by engaging with the support functions Sales & Marketing team; o Work with the Commercial Team and put together all the documents required for the tender submission documentation.

Get pricing approvals from Commercial Director

Complete relevant product & offering specific information by working with the Commercial Team, RA, QA, SC, Finance, Customer Service.

Provide sales histories as required for tender submissions - sales analytics

Notify Commercial Team of any sample requirements to be fulfilled providing details of the labelling requirements & timelines.

Coordinate with the team if any Best and Final requests or request for clarifications come through from customer & obtain approvals on revised submission if any.

Communicate details of wins & losses to the Commercial Team - Organize debrief as necessary.

Negotiate Contract Ts and Cs with the Customer working closely with Legal, SC and Commercial Team as appropriate.

Coordinate sign-off of tender package between Business, legal & Finance.

On award and Contract Sign off - Notify Commercial Team and the Pricing Team to update SAP for the contract pricing for the period of the contract.

2. Non-Tender Contracts Management (eg: Pricing agreements, rebate agreements for Contracts):
Review Contract Terms & Conditions with Commercial Team and support functions, as necessary.

Work with Commercial, Pricing, Legal teams, and the customer to finalise Contract Ts and Cs.

Coordinate necessary approvals on pricing and the contract submission.

On award and Contract Sign off - Notify the Commercial Team and the Pricing Team to update SAP for the contract pricing for the period of the contract.

3. Contract Expiries / Extensions:
Notify Commercial Team about upcoming contract expiries and provide details of price review provisions on the contract.

If new pricing is to be proposed - obtain the approval from Country Lead and notify the Customer Procurement team and follow up on a regular basis to have the new pricing approved.

On approval of the new contract price and/or any extensions without price updates by the Customer, notify Commercial Team and the Pricing team to update SAP with the new pricing and the updated expiry date.

4. Product and Price changes:
On receipt of notification from th

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