Job: Accounts & Administration Assistant

Department: Finance & Administration

Reports To: Chief Accountant

Location: Mombasa Road, Nairobi

ABOUT OUR CLIENT:

Our client is a market leader in the prepress and flexographic printing industry, serving the polythene, label, and corrugated packaging sectors across East Africa. They specialize in producing print-ready flexo printing plates, along with supplying accessories and production materials. The company is located along Mombasa Road, Nairobi.

KEY RESPONSIBILITIES:

1. CRM & Sales Support

• Generate and dispatch accurate customer quotes using SAP Business One.
• Verify quotes for pricing accuracy, applicable discounts, and adherence to company terms.
• Convert approved quotes into sales orders and communicate effectively with the Studio and Production teams.
• Monitor job progress within the Studio, providing proactive updates to both customers and internal teams.
• Serve as the primary point of contact for quote follow-ups, order confirmations, and job status updates.
• Liaise with production and dispatch teams to set and manage customer delivery expectations.
• Maintain accurate records of quotes, sales orders, and job statuses within SAP Business One.
• Prepare routine reports on sales orders, pending quotes, and customer follow-up actions.

2. Accounts & Documentation Support

• Assist in preparing and dispatching customer invoices accurately and promptly.
• Maintain systematic filing of invoices and related financial documents for audit compliance and easy retrieval.
• Support the accounts team with customer account reconciliations and follow-ups as needed.
• Ensure all documentation meets statutory and audit requirements.

3. Administration & Dispatch Operations

• Maintain an organized and professional Dispatch protocol.
• Keep all dispatch records and Collection logs accurately.
• Maintain a courteous efficient communication with clients.
• Liaise with the logistics team in service delivery.
• Perform any other ad-hoc administrative or accounting duties as assigned by the Supervisor.

KEY REQUIREMENTS (PERSON SPECIFICATION)

Education & Professional Qualifications:

• Diploma or Degree in Accounting, Business Administration, Finance, or a related field.
• CPA Part II or equivalent (or actively pursuing) is highly desirable.

Experience:

• Minimum of 2-3 years in a similar role combining accounting, administration, and CRM operations.
• Must have hands-on experience with SAP Business One (or a similar ERP system).

Skills & Competencies:

• Strong understanding of sales order processing and basic accounting principles.
• Excellent customer service and communication skills (written and verbal).
• High level of accuracy and attention to detail.
• Strong organizational and time-management abilities.
• Proficiency in Microsoft Office 365 Suite (Excel, Word, Outlook).

Personal Attributes:

• Professional, proactive, and able to work with minimal supervision.
• Integrity and ability to handle confidential information.
• Team player with a problem-solving attitude.

WORKING HOURS:

• Monday to Friday, 8:00 AM - 5:00 PM and Saturday from 9:00 AM to 1.00 PM (with occasional flexibility as required by business needs).