Work Flexibility: Onsite

Position Summary:

Perform daily Kitroom operational processes end-to-end. This position is responsible for the fulfilment and completion of the daily activities related to inbound flows, inventory control, outbound flows, and their related processes. Responsible for co-ordinating bookings initiated by sales representatives, assembly of loan Kits, preparation of relevant documents, system entries reflecting movement of loan Kits, co-ordinating daily delivery schedules and collections, and ensuring customer needs are met in a timeous and accurate manner. All items comprising of loan Kits must be maintained in accordance with the regulatory standards.

Essential Duties & Responsibilities: (Detailed Description)

Receive all delivery or collection bookings made by either customer or commercial team and capture accurately on daily bookings dashboard.Communicate and update the relevant customers and stakeholders on the progress and status of bookings and kits.All urgent bookings must be handled in accordance with the requirements at the time of the bookings. Ensure effective communication as part of execution.Respond to telephone queries and requests in a professional manner, with the focus of delivering on expectations of the business and striving for service excellence.Resolve challenges around bookings and kits to ensure that the customer and stakeholder requirements are fulfilled.Undertake effective management of inter-branch sourcing of kits to fulfil requirements, as approved by Kitroom Manager and within cost allocations.Collaborate with the Customer Services Department to ensure that all queries are resolved, to ensure invoicing can be actioned in accordance with the escalation path and the relevant standard operating procedures.Correctly pick, pack and release outgoing kits to customers, stakeholders and service providers as per order/case instructions to ensure execution at a very high standard.Ensure all Kits dispatched out of the Kitroom are accompanied by the relevant STC Documentation and Decontamination Certificates.Plan the accurate allocation and dispatch of Kits.Perform system work and ensure allocations for request kit on customer orders.Inspect all outgoing kits to ensure correctness.Provide clear instructions and record all information for outgoing kits.Follow up and ensure delivery of kits in full, at the correct location and correct time. The preferable time of arrival should be not less than 3 Hours of the surgery start time.Arrange collection of kits after usePerform general verifications of returned Kits.When an instrument Kit is returned from the customer, ensure that all instruments are put through the washer cycle and sterilized or manually decontaminated, as required in accordance with relevant standard operating procedures or service level agreements.When an implant Kit is returned from the customer, ensure that the boxes are appropriately decontaminated in accordance with our standard operating procedures or service level agreements.Ensure Implants are accurately audited, signed, and acknowledged using a printed bill of material.Accurately record kit and item usage within the ERP system within the correct processes using the correct locationsEnsure all kits are inspected and that all items required are on the kit and in full working order.Track all incoming inventory related, but not limited to; Kit replenishment.Receive all incoming inventory according to provided instructions and SOP's.Perform kit replenishment and ensure all required items are on the Kit.All generated replenishments are to be up to date and no excess inventory should be present in the Kitroom area. All inventory in Kitroom must form part of a kit. Loose inventory returned from hospitals must be actioned on the MFG Pro system and returned to 011KITRS.Monitor collection schedules (Reverse Logistics) and ensuring that all Kits are returned to the office once the cases are completed in accordance with the routing schedule jointly with the third-party logistics company schedule. Once the Commercial Team posts collections, drivers should be dispatched immediately to collect ensuring that turnaround times are minimal. Tracking of instruments sets and implant kits ensuring that the complete STC is returned as to avoid double trips to collected missed sets at the hospital. To work together with the drivers and Third-Party Logistics provider to ensure optimal results.Prepare, record, document, and report Kit discrepancies.Proactively prepare kits to ensure readiness for new utilization cycle.Provide documentation and information for all queries on receiving, picking and outbound kit as per request.All activities performed within the Kitroom are to be in accordance with the standard operating procedures, KPI's, objectives and targets.Adhere to all Kitroom SOP's.Perform general administration tasks and record keeping for all documents.Provide proof of delivery's and tracking information as per request.Process all movements, transactions, and requirements in the Kitroom management system and ERP. This needs to be done with accuracy.Ensure all activities are up to date, accurate, recorded and processed in the required registers, systems with the relevant documentation.Create, maintain, update Bill of materials based on instruction and requirements.Assist with the Demo, Technical and long-term consignment processes when required.Attend to and follow up on emergency cases and call outs. This may require attention and action after hours, on weekends and Public HolidaysWork with customer services and warehouse to ensure customer and stakeholder requirements are met.Perform cycle counts as required.Report and investigate deviations and discrepancies on cycle counts.Timeously carry out instructions received from RAQA on inventory concerns.Assemble, build, and customize kits according to the bill of material and instructions provided.Identify, record segregate, report obsolete/expired, damaged, dirty, non-compliant kit inventory.Provide statistics on request.Inspect and maintain that tools, equipment, consumables, and supplies provided are available and used as required.Comply with prescribed PPE requirements and ensure it is used correctly.Support audits as required.Offer support to the team leader in ensuring the daily activities and escalations are completed and resolved.Assist with stock takes.Assist with deliveries/collections when required.Work on a shift basis as set out in the shift policy.Ensure that the working environment is always safe, neat, clean and risk free.Display versatility and flexibility on a regular basis within department.Meet goals as defined within Stryker key success factors of Quality First, Customer Experience, Innovation, People Development, and Financial ResultsStrive for operational excellence by promoting a team-based, product-focused organization, contributing to continuous improvement, participating in safety programs, and regularly providing ideas for process improvement or cost reduction.Commitment towards quality by striving for reliability and quality in our products, continuously searching for ways to enhance individual performance and meeting all training and documentation criteria.Punctuality and Attendance: Follow attendance policy as outlined in our company handbook.Strict adherence to all Kitroom standard operating procedures and regulatory standards.

OTHER

Follows all company procedures in this regard and completes all training and SLMS courses on time.Reports any known or suspected breaches immediately.Strong internal drive, self-management, and motivation to make a difference and add value to an organisation.Taking accountability.

PROBLEM SOLVING

Report and dashboard interpretation.

Education
•    Grade 12 as well as passing any competency test/assessment that Stryker may require the applicant to complete.
Experience
•    2+ years of experience concerning the following:
I.    Operations, logistics, supply chain, warehousing, or customer service operations (experience in the medical devices or pharmaceutical industries is advantageous).
II.    Safety compliance and regulations, standard operating procedures, and company policies.
III.    Experience in liaising with various stakeholders.
IV.    An ERP system (receiving and processing bookings and inventory tracking).

Other
•    Valid Driver’s License with no endorsements.
•    Own vehicle or reliable personal transportation compulsory.
•    English: Proficient – written and verbal.
•    Computer Skills:
I.    Microsoft Office – Intermediate (Microsoft Project and Visio Advantageous).
II.    ERP – Intermediate (SAP, JDE, Syspro, Oracle, or similar).
 

Travel Percentage: None