ACCOUNTS &ADMINISTRATION; ASSISTANT (CRM OPERATIONS)
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Job summary
To efficiently manage CRM processes within SAP Business One, ensuring seamless coordination between sales, production, and finance. This role is responsible for end-to-end quote and sales order management, proactive customer communication, and providing accounting and administrative support as required.
Min Qualification:
Diploma
Experience Level:
Entry level
Experience Length:
2 years
Language Requirement:
English
Working Hours:
Full Time - 8 to 5
Applicant Location:
Kenya
Job descriptions & requirements
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).
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