Commercial Administrator / Sales Administrator
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Job summary
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.
Min Qualification:
Diploma
Experience Level:
Mid level
Experience Length:
2 years
Language Requirement:
English
Working Hours:
Full Time - 9 to 5
Applicant Location:
Nairobi, Kenya
Job descriptions & requirements
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
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