Location: Nairobi

**Reports To: **Commercial Manager / Sales Manager

**Industry: **FMCG

** **

Job Purpose

To support the commercial and sales team by managing order processing, documentation, invoicing, and coordination with internal departments to ensure smooth and timely delivery of customer orders.

** **

Key Responsibilities

1. Sales & Order Processing

● Receive, review, and process customer orders (local & export clients)

● Coordinate with production and warehouse on stock availability

● Track and update order status (pending, in production, dispatched, delivered)

● Ensure timely order fulfillment and communication with clients

2. Invoicing & Documentation

● Prepare invoices, delivery notes, quotations, and proforma invoices

● Ensure correct pricing as per contracts and approved price lists

● Support preparation of export documentation (EPZ compliance where applicable)

● Maintain accurate and organized commercial records

3. Customer & Sales Support

● Act as a point of contact for customer inquiries and order updates

● Support the sales team with reports, client data, and follow-ups

● Maintain and update customer databases

4. Coordination & Reporting

● Liaise with finance on invoicing and payment follow-ups

● Work closely with logistics on dispatch and delivery schedules

● Prepare basic sales reports (daily, weekly, monthly)

● Track sales performance and highlight any discrepancies

5. Compliance & Administration

● Ensure all documentation meets EPZ and regulatory requirements

● Maintain proper filing systems (physical & digital)

● Support audits and internal compliance checks

** **

Requirements

● Diploma or Degree in Business Administration, Sales, Commerce, or related field

● 2–4 years’ experience in a sales admin / commercial admin role

● Experience in FMCG, specifically, personal care, homecare or cosmetics industry.

● Strong knowledge of invoicing and documentation processes

● Proficiency in MS Excel and ERP systems

** **

Key Competencies

● Strong organizational and coordination skills

● High attention to detail and accuracy

● Good communication and customer handling skills

● Ability to work under pressure and meet deadlines

● Team player with a proactive approach