Administrative Assistant

About the role

We are looking for a highly organized, detail-oriented, and creative Administrative & Sales Support Officer to provide administrative and operational support to our medical distribution business.

The successful candidate will be responsible for day-to-day administrative tasks, preparing professional quotations and sales documents, coordinating with the sales team and clients, maintaining company records, and creating brochures, product presentations, and other marketing materials.

This position requires someone who is comfortable working with both numbers and documents as well as basic graphic design and marketing materials.

Key Responsibilities

1. Quotations & Sales Support

• Prepare accurate and professional quotations for medical equipment, devices, supplies, and related products.
• Coordinate with sales representatives/account executives regarding client requirements, pricing, product specifications, and quotation deadlines.
• Revise and update quotations based on client requirements and management instructions.
• Maintain organized records of quotations, proposals, purchase orders, and other sales documents.
• Assist in preparing product proposals, bid documents, presentations, and other client requirements.
• Follow up internally on pending quotations, orders, deliveries, and required documentation.
• Ensure that pricing, product descriptions, quantities, terms, and specifications are accurately reflected in quotations.

2. Administrative Support

• Perform general administrative and office support duties.
• Organize and maintain physical and electronic company records.
• Prepare letters, reports, memos, forms, and other business correspondence.
• Manage incoming inquiries and properly endorse them to the appropriate sales representative or department.
• Assist in scheduling meetings, client appointments, product demonstrations, and other company activities.
• Maintain databases and records of clients, suppliers, products, quotations, and transactions.
• Coordinate with sales, accounting, logistics, warehouse personnel, suppliers, and management as necessary.
• Assist management with other administrative and operational requirements.

3. Brochures & Marketing Materials

• Create and update professional product brochures, flyers, catalogs, product sheets, and promotional materials for medical products.
• Prepare client-specific product presentations and sales materials.
• Create visually appealing materials using Canva, Microsoft PowerPoint, or similar design software.
• Ensure that product specifications and technical information used in marketing materials are accurate and consistent with manufacturer-provided information.
• Maintain an organized digital library of product photos, brochures, technical specifications, certificates, and marketing materials.
• Assist in preparing materials for exhibitions, conventions, product demonstrations, and company events.
• Support the company’s social media and digital marketing materials when required.

4. Client & Supplier Coordination

• Professionally communicate with clients regarding documentation, quotations, product information, and other administrative concerns.
• Coordinate with suppliers and manufacturers when product information, brochures, certifications, specifications, or other documents are required.
• Assist the sales team in gathering documents requested by hospitals, clinics, laboratories, and other healthcare clients.
• Maintain professional and courteous communication with clients and business partners.

Qualifications

• Bachelor’s degree in Business Administration, Marketing, Office Administration, Management, Information Technology, Multimedia Arts, or a related field.
• Fresh graduates are welcome to apply; previous administrative, sales support, or marketing experience is an advantage.
• Proficient in Microsoft Word, Excel, PowerPoint, Google Workspace, and Canva.
• Experience creating quotations, brochures, presentations, or marketing materials is an advantage.
• Good written and verbal communication skills.
• Strong attention to detail, particularly when preparing quotations, pricing, and product specifications.
• Organized and capable of handling multiple tasks and deadlines.
• Comfortable communicating with clients, suppliers, and sales personnel.
• Willing to learn about medical equipment, devices, supplies, and technical product specifications.
• Basic graphic design skills and a good eye for professional layouts are highly preferred.

Key Competencies

The ideal candidate should be:

• Highly organized – able to manage multiple quotations, documents, and client requirements simultaneously.
• Detail-oriented – able to detect errors in pricing, quantities, product descriptions, and specifications.
• Computer proficient – comfortable working with spreadsheets, documents, presentations, and cloud-based files.
• Creative – capable of producing clean and professional brochures and marketing materials.
• Responsive – understands the importance of timely quotations and client requests.
• Professional – communicates appropriately with hospitals, healthcare professionals, suppliers, and business partners.
• Reliable and trustworthy – able to handle confidential company information, pricing, client records, and supplier information responsibly.
• Willing to learn – interested in developing knowledge of medical products and the healthcare industry.

Preferred Skills

Experience or familiarity with any of the following will be an advantage:

• Canva or other graphic design applications
• Microsoft Excel and quotation templates
• Medical equipment or medical supplies
• Hospital procurement processes
• Government and private bidding documentation
• Product catalogs and technical specifications
• CRM or inventory/ERP systems
• Social media content creation
• Basic photo and video editing

Performance Expectations

Performance will be evaluated based on:

• Accuracy and turnaround time of quotations
• Completeness and organization of company and sales documents
• Quality and professionalism of brochures and marketing materials
• Responsiveness to sales team and client requirements
• Accuracy of product and pricing information
• Ability to meet deadlines and prioritize urgent requirements
• Professionalism in communicating with clients and suppliers
• Overall administrative efficiency and reliability

Working Relationship

The Administrative & Sales Support Officer will work closely with Management, Account Executives/Medical Sales Representatives, Accounting, Logistics/Warehouse Personnel, suppliers, and clients to ensure efficient processing of quotations, sales documentation, marketing materials, and other administrative requirements.