Administrative Officer & Sales Support at Kayhelt Pharma

About the Role

We are looking for a qualified candidate to fill this position. 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 team to coordinate inventory and product distribution