Sales & Marketing Admin Executive

About Us

Fresenius Kabi is a global healthcare company that specializes in lifesaving medicines and technologies for infusion, transfusion and clinical nutrition. The company's products and services are used to help care for critically and chronically ill patients.

Our product portfolio included a comprehensive range of IV generic drugs, infusion therapies and clinical nutrition products as well as the medical devices for administering these products.

Purpose

The Sales & Marketing Admin Executive is responsible for delivering comprehensive administrative support across sales and marketing functions to ensure the smooth operation of the department. Key responsibilities include managing office administration tasks, coordinating sales support activities, and assisting with marketing-related initiatives.

Sales & Marketing Support

• To assist on generating weekly sales and SMMS/Salesforce report.
• To assist on daily backorder checking and release.
• To manage monthly input & calculation of sales incentive for Sales Team.
• To manage the following processes with our distributor: ZIP insider – mapping of sales rep territories, Pricing and Tender PO maintenance, Return Credit Notes and Goods Return, Sample Request
• Upload distributor sales record in SAP. Review all sales return and FOC transaction reflected in sales record, and ensure these transactions are supported with valid reasons and/or approved Return Credit Notes / Sample Request in accordance with company policy.
• To lead the sample management administration for the sales & marketing team.
• To manage and upkeep sales and marketing SOP and QMS coded documents such as promotional materials distribution list and etc.
• To manage the PR, PO process for any non-inventory purchases. Submit invoice to invoice centre with approved PO on behalf of sales & marketing team.
• Submit vendor request on behalf of sales & marketing team in MDG-S.
• To prepare and submit tender documents via distributor tender platform.
• To prepare quotation and sales contract as per sales team request.
• To maintain proper documentation of all signed quotations and sales contract.
• To provide event logistic and administration support to sales and marketing event / activities such as sourcing for event venue, catering service and etc.
• To provide administration support for Patient Program or Homecare Program, if any.
• To manage staff purchase ordering process every quarterly.
• To support customer service requests by liaising with internal stakeholders via company hotline, email or etc.

Administrative Support

• To coordinate with other departments to ensure that the General administrative procedures are updated and complied with efficiently.
• To maintain electronic and hard copy filing system for QMS documents, agreements and etc.
• To schedule and coordinate accommodation, meeting, appointment, and travel arrangement. To book flight and accommodation for any internal or external events.
• To perform general administrative duties which including answer of telephone calls, receiving, and directing visitors.

Others

• To perform any other administrative duties that may be assigned by the General Manager / Sales Manager / Marketing Director.
• Report Adverse Drug Reactions (ADRs) and Complaints about Fresenius Kabi's products from Market Unit Singapore to the responsible function via Vigilance.-, immediately after receipt, but latest within 1 business day.
• To be the backup for complaint filing.

Qualification & Experience

• Diploma or Degree in Business Administration, Marketing, or a related field.
• 3-4 years of relevant experience in administrative support, preferably within sales and marketing environment.
• Prior experience working with distributors, handling tender submissions, and managing promotional materials is highly desirable.
• Strong organisational and multitasking skills with attention to detail.
• Self-motivated, flexible, and an excellent team player with strong interpersonal and communication skills.
• Willingness to support cross-functional administrative tasks and assist in staff activities when needed.
• Proficient in Microsoft 365 Office Suite and comfortable working with data and reports.