Job Description PRIMARY RESPONSIBILITIES To manage the business front line services: Client liaison and administrative functions.
SPECIFIC RESPONSIBILITIES Plan, organize, lead, and control the frontline services of the analytical laboratory, client liaison and financial administration.
Overseeing the client liaison function in line with: Leading in effective communication with clients.
Correct interpretation, understanding and issuing of the client's quotes.
Quotes acceptance follow up.
Effective attendance to client's queries/enquiries within reasonable time.
Drive the divisions activities, by making timely technical decisions with regards to reaching the clients objectives.
Intermediate and post campaign follow up on the services rendered Communication with the Laboratory Manager on oncoming projects.
Assist with job review when samples are received, to ensure instructions are clear and understood before work is registered on the system.
Develop and implement internal framework, processes, and procedures for the effective performance, thereby ensuring control of costs, income, quality, and productivity.
Accountable for invoicing, and ensuring correct quotations are send to clients on time.
Generate and assist with analyzing the data for management.
(Financial stats, sample volumes, clientele database).
Compile information relating to costing/pricing of activities, including the application of principles applicable to the determination of factors to be used for cost/price determination.
Comply to the annual rate increase systems, thereby ensuring prompt communication and consistent application.
Oversee the control, handling, and administration of age analysis.
Oversee the procurement function rendered in the division.
Oversee the LIMS and IT application in the division.
Oversee the control and handling of transportation.
Manage compliance and ensure maintenance to all IT systems in the division.
Collaborate with staff complement in the Laboratory, assist to address staff concerns, motivate staff, identify training needs, and ensure they are addressed, promote competence.
Responsible for petty cash and other financial reconciliations.
Accountable for all the billing KPI's within the facility.
Perform any other reasonable tasks as assigned by direct line manager.
COMPLIANCE & AUTHORITY Initiate a formal improvement request when a deviation of the system occurs, improvements are identified or when nonconformity is identified.
Report any faulty and/or nonfunctioning apparatus or equipment to the immediate superior.
Each staff member has the authority to cease the use of any equipment that may be deemed to constitute a safety hazard and/or work that may affect the quality or integrity of test results.
Any person has the right to refuse to perform work that may damage the environment in an imminent and serious way and to report such a situation. The employee has the responsibility to protect the environment as well.
Cease the use of any equipment that may be deemed to constitute a safety hazard or entry to hazardous environments without the necessary knowledge and protection and report the situation to higher authority to act.
Cease to continue with work that may affect the quality (integrity) of services and report the situation to higher authority to act.
Initiate a formal improvement request when a deviation of the system occurs, improvements are identified or when nonconformity is identified.
Qualifications Education Matric (Grade 12) – with Mathematics and Science as subjects Financial Management / Administrative qualification will be an advantage and/or proven years of laboratory, knowledge, skills, and experience sufficient to be recognized as a qualification through – Recognition of Prior Learning Proficient with PC's, especially with MS Word, Outlook, PowerPoint, and Excel programs.
Experience Minimum of 3 years' experience in a financial / administrative position Laboratory background and related systems would be an advantage.
Previous client and supplier liaison experience Effective written and verbal communication skills Excellent people skills and the ability to work with a variety of personalities.
Ability to consistently meet deadlines.
Ability to work both independently and as part of a team.
Superb organizational skills Ability to multi-task and manage several issues simultaneously.
Ability to maintain a positive and professional attitude when dealing with escalated issues.
REQUIRED SKILLS Self-motivator Good verbal, written and communication skills.
Ability to multi-task Outstanding diligence Concern for order Must have good understanding of Microsoft Office (Excel / Power Point, etc.)
Work must be done systematically and with the highest level of accuracy.
Organizational and record-keeping skills Customer focus and service orientation Basic budget comprehension Administrative skills People skills Basic administrative and communicative PC skills.
Windows package and email proficiency.