Sales Administrator

Sales Support

• Creating PFI’s according to instructions from the sales representative or manager in charge.

• Performing costing tasks for new products and preparing profitability analyses.

• Coordinating with customer services and warehouse to ensure timely delivery and invoicing.

• Preparing, analyzing, and distributing sales reports when required.

• Assisting the sales team by following up with procurement and other departments regarding pending orders.

• Supporting the sales team in opening new client accounts and maintaining an organized workflow.

• Tracking pending order statuses and communicating updates to customers.

• Maintaining accurate customer records, including contracts, PFI, and account opening forms.

• Organizing and participating in sales meetings, taking minutes, and managing action items.

• Working closely with finance, procurement, production, and warehouse teams to facilitate smooth sales processes.

• Responding to customer inquiries via phone, email, or in person in the absence of a sales representative.

• Assisting the sales team with daily administrative tasks, lead generation, and follow-ups.

• Scheduling meetings and appointments for the sales team.

Accounting Skills

• Managing accounts receivable by monitoring customer payments and sending timely follow-ups.

• Assisting in the reconciliation of sales data with financial records to ensure accuracy.

• Collaborating with the finance team to prepare monthly and quarterly financial reports.

• Supporting budget preparation by providing relevant sales and expense data.

• Ensuring accurate entries of sales transactions into the ERP system (e.g., SAP).

• Handling petty cash reimbursements and preparing expense reports.

• Contributing to the preparation of financial statements by consolidating sales data.

• Assisting with tax documentation and compliance reporting

Competencies Required

• Self-driven and eager to learn with strong organizational and people skills.

• Excellent attention to detail and numerical accuracy.

• Proficient in Microsoft Excel, PowerPoint, Word, and email scheduling tools.

• Strong verbal and written communication in Swahili and English.

• Collaborative team player with excellent interpersonal skills.

• Demonstrates integrity, professionalism, and ethical behavior.

• Proactive in raising queries and providing effective solutions.

• Charismatic, with the ability to push tasks and processes forward.

• Maintains a calm and composed demeanor while working collaboratively.

• Experience with ERP systems (i.e.: SAP,)

Special requirements

• Regular and on time attendance

• May be required to work overtime