Sales Administrator job at Nekses Investments Limited

Department: Sales & Marketing
Reports to: Marketing Manager

JOB PURPOSE
To ensure smooth, accurate, and fast processing of all sales orders from order to cash collection. You are the "engine room" of the sales team. If you fail, trucks don’t move and customers get angry.

KEY RESPONSIBILITIES

1. ORDER PROCESSING & DISPATCH

• Receive customer orders via WhatsApp, call, or Sales Rep sheets
• Enter orders into the system and generate Preform Invoices / Sales Invoices
• Confirm stock availability with Warehouse/Loadings Officer before confirming order
• Send dispatch instructions to Loadings Officer and follow up until truck leaves

2. CREDIT CONTROL & PAYMENTS

• Check customer credit limits before releasing goods
• Receive proof of payments: Mobile Money, Bank slips, Cash
• Update customer accounts daily and flag overdue accounts to Sales Manager
• Prepare daily debtor aging report: 0-30 days, 30-60 days, 60+ days
• Follow up customers on outstanding balances with Sales Rep

3. REPORTING & DATA

• Prepare Daily Sales Report: Cash sales, Credit sales, Returns, by Rep and by Product
• Prepare Stock Movement Report for Sales Manager every morning
• Maintain updated customer database: contacts, price category, credit limit, route Maintain updated price list and communicate price changes to Sales team

4. CUSTOMER SERVICE

• Handle customer complaints: wrong delivery, short supply, damaged goods
• Coordinate with Loadings Officer on delivery schedules and delays
• Answer calls/emails from distributors and key accounts professionally

5. COMPLIANCE

• Ensure all invoices have correct EFRIS details for URA
• File copies of invoices, delivery notes, and payment receipts
• No goods leave without approved invoice and payment/credit approval

QUALIFICATIONS & EXPERIENCE

Education:

• Diploma/Degree in Business, Accounts, or related field

Experience:

• 2+ years as Sales Admin, Order Desk, or Accounts receivable

Skills:

• Proficient in Excel, Word.
• QuickBooks/ERP is an advantage
• Fast typing and attention to detail
• Good communication and customer service skills
• Numerate. Must understand money and debtors

PERSONAL ATTRIBUTES

• Highly organized and able to work under pressure
• Honest and trustworthy - you will handle cash and customer data
• Team player - works closely with Sales, Warehouse, and Accounts
• Proactive - flags problems before they become big

WORKING CONDITIONS

• Full time, 6 days a week. 8:00am - 6:00pm
• Office based but must coordinate with factory and warehouse

• Receive customer orders via WhatsApp, call, or Sales Rep sheets
• Enter orders into the system and generate Preform Invoices / Sales Invoices
• Confirm stock availability with Warehouse/Loadings Officer before confirming order
• Send dispatch instructions to Loadings Officer and follow up until truck leaves
• Check customer credit limits before releasing goods
• Receive proof of payments: Mobile Money, Bank slips, Cash
• Update customer accounts daily and flag overdue accounts to Sales Manager
• Prepare daily debtor aging report: 0-30 days, 30-60 days, 60+ days
• Follow up customers on outstanding balances with Sales Rep
• Prepare Daily Sales Report: Cash sales, Credit sales, Returns, by Rep and by Product
• Prepare Stock Movement Report for Sales Manager every morning
• Maintain updated customer database: contacts, price category, credit limit, route Maintain updated price list and communicate price changes to Sales team
• Handle customer complaints: wrong delivery, short supply, damaged goods
• Coordinate with Loadings Officer on delivery schedules and delays
• Answer calls/emails from distributors and key accounts professionally
• Ensure all invoices have correct EFRIS details for URA
• File copies of invoices, delivery notes, and payment receipts
• No goods leave without approved invoice and payment/credit approval

• Proficient in Excel, Word.
• QuickBooks/ERP is an advantage
• Fast typing and attention to detail
• Good communication and customer service skills
• Numerate. Must understand money and debtors

• Diploma/Degree in Business, Accounts, or related field