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 Requirements 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