OPERATIONS ASSISTANT - Pharmaceutical Import & Distribution

KEY RESPONSIBILITIES

• Receive and monitor customer orders through email, WhatsApp, and telephone, and ensure timely acknowledgement and processing.
• Log and continuously update orders in the company’s Order Tracker.
• Verify client details, stock availability, credit status, and outstanding balances before confirming orders.
• Raise Sales Orders and invoices in Odoo Enterprise, ensuring accurate reference to client LPOs.
• Ensure 100% eTIMS transmission for all invoices and promptly escalate any errors.
• Update Odoo records following deliveries and maintain accurate Sales, Inventory, and Purchasing records.
• Verify payments from cash clients through M-Pesa, bank transfers, or COD before invoicing or releasing goods.
• Follow up on overdue accounts and escalate outstanding issues appropriately.
• Pick, pack, and cross-check outgoing orders, including verification of product expiry dates.
• Ensure delivery notes and eTIMS invoices accompany all dispatched orders and that signed delivery documentation is returned and recorded.
• Monitor stock levels, identify low-stock and near-expiry products, and report discrepancies.
• Receive, count, verify, and properly store incoming stock while updating Odoo inventory records.
• Participate in weekly spot checks and monthly stock counts.
• Maintain accurate client records and respond professionally to customer queries and complaints.
• Send account statements to clients with outstanding balances.
• Ensure the office remains clean, safe, organised, and adequately stocked.
• Prepare and submit a daily sales and operations report to the CEO by 5:30 PM.
• Support the team in other operational and administrative duties as required.

REQUIREMENTS

• Diploma or Bachelor's degree in Business Administration, Sales & Marketing, or a related field.
• Proficiency in Odoo Enterprise or a comparable ERP system.
• Strong ability to use WhatsApp Business, email, and M-Pesa Paybill.
• Valid Certificate of Good Conduct.
• 1–2 years’ experience in sales support, office administration, pharmaceutical, FMCG, or a related environment.
• Experience with LPO-based institutional transactions, particularly hospitals, clinics, pharmacies, or NGOs, will be an added advantage.
• Basic knowledge of pharmaceutical products, including prescription medicines, OTC products, vitamins, and medical devices, is preferred.
• Familiarity with the Nairobi healthcare or distribution market is an advantage.
• Knowledge of e-commerce platforms such as Shopify, Jumia, or similar platforms is desirable.
• Experience managing business social media accounts is an added advantage.