Carton Manufacturers Ltd is seeking a professional, highly organized, and detail-oriented Sales Administrator in Nairobi to support the sales and order-to-cash process. The successful candidate will ensure customer enquiries, quotations, orders, invoicing, and deliveries are processed accurately, efficiently, and on time, while providing effective administrative support to the sales function and collaborating with other departments to ensure seamless order fulfilment and customer service.
Employment Type: Contract
Key Responsibilities
- Provide administrative support to the Sales team, including preparation of quotations, sales orders, invoices, credit notes, reports, and other sales documentation.
- Receive, process, and follow up on customer orders, ensuring accuracy, completeness, and timely fulfilment.
- Verify LPOs, pricing, quantities, product specifications, and agreed customer terms before processing orders and invoices.
- Prepare and issue accurate and timely customer invoices, ensuring invoices are correctly matched to orders and delivery documentation.
- Monitor and follow up on pending orders, deliveries, invoices, payments, and outstanding customer matters.
- Coordinate with customers and other departments to ensure seamless order processing, timely delivery, and accurate invoicing.
- Respond to customer enquiries relating to quotations, orders, pricing, product availability, invoices, and delivery schedules.
- Maintain accurate customer records, sales and invoicing data, filing systems, and prepare regular sales, order, and invoicing reports for management.
- Support customer follow-ups, appointments, correspondence, and other activities that contribute to effective sales administration and customer service.
Minimum Qualifications & Requirements
- Diploma or Degree in Business Administration, Sales and Marketing, Commerce, or a related field.
- 2-3 years’ experience in sales administration, order processing, invoicing, customer service, or a related role, preferably in a manufacturing environment.
- Good understanding of quotations, LPOs, order processing, invoicing, credit notes, delivery documentation, and customer accounts.
- Proficiency in Microsoft Office, particularly Excel and Word.
- Experience with ERP, accounting, or sales/order management systems will be an added advantage.
- Excellent communication, organization, attention to detail, accuracy, and follow-up skills.
- Strong customer service and interpersonal skills.
- High level of integrity, professionalism, accountability, and confidentiality.
