The Role
The Sales Administrator provides support to the sales team by creating PFI's, managing customer records, coordinating deliveries, and assisting with financial tasks such as monitoring accounts receivable and preparing reports.
Summary Generated by Built In
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
Skills Required
- Proficient in Microsoft Excel, PowerPoint, Word, and email scheduling tools
- Experience with ERP systems (i.e.: SAP)
- Strong verbal and written communication in Swahili and English
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The Company
What We Do
Ubuntu Impact Limited is a Human Capital Consulting Firm committed to delivering reliable solutions that drive positive change and foster substantial growth for organizations and people.
