SALES ADMIN ASSISTANT

Reports to

Sales Team Lead

Location

Nairobi, Kenya (on-site)

Experience Level

Entry-level to 1–2 years in an admin, sales support, or customer service role

Team Structure

Individual contributor; works hand in hand with team leaders across sales and branches to process quotations, invoices, and customer inquiries

Compensation

Competitive, commensurate with experience (range TBD by hiring team)

About Elite Tools Kenya

Elite Tools Kenya Limited is a Nairobi-based distributor of industrial tools, equipment, and hardware, with over 25 years of operation and branches across Kenya, including the coast. We are looking for a highly organized Sales Admin Assistant to support our sales operations by managing quotations, invoicing, and customer inquiries across email and WhatsApp — ensuring every customer interaction is handled promptly, accurately, and professionally.

Role Summary

The Sales Admin Assistant is the operational backbone of the sales process — preparing and sending quotations, processing invoices, and responding to customer inquiries via email and WhatsApp. This role works closely with team leaders across the business to ensure customer requests move quickly and accurately from inquiry to order. We're looking for someone highly organized, detail-oriented, and comfortable managing a high volume of daily requests.

Core Responsibilities

Quotations & Invoicing

• Prepare and send accurate, timely quotations to customers based on requests received via email, WhatsApp, or walk-in inquiries

• Process customer invoices and ensure they align with agreed quotations and orders

• Maintain organized, up-to-date records of all quotations and invoices issued

• Follow up on outstanding invoices and payments in coordination with the finance/accounts team

• Track quotation-to-order conversion and flag delays or bottlenecks to team leaders

Customer Inquiries

• Monitor and respond promptly to customer inquiries received via email and WhatsApp

• Direct technical or specialized product inquiries to the appropriate team lead or department

• Maintain a professional, helpful tone consistent with Elite Tools Kenya's customer service standards

• Keep basic records of inquiries and outcomes to support follow-up and reporting

Administrative Support

• Work hand in hand with team leaders across sales and branches to ensure customer requests are actioned without delay

• Maintain organized digital and/or physical filing of quotations, invoices, and correspondence

• Support basic order tracking and coordination between sales, warehouse, and accounts as needed

• Assist with other administrative tasks as assigned by the Sales Team Lead

Required Qualifications

• High school diploma required; a completed undergraduate degree is preferred

• Highly organized with strong attention to detail, particularly when handling numbers, records, and documentation

• Comfortable managing a high volume of email and WhatsApp communication daily

• Basic proficiency in Microsoft Office or Google Workspace (Word/Docs, Excel/Sheets, Outlook/Gmail)

• Strong written and verbal communication skills in English (Swahili a plus for customer interactions)

• Comfortable working closely with multiple team leaders and adapting to shifting daily priorities

Preferred Qualifications

• Undergraduate degree in Business Administration, Commerce, or a related field

• Prior experience in a sales admin, customer service, or accounts-support role

• Familiarity with invoicing or accounting software (QuickBooks, Sage, or similar)

• Experience in a B2B, industrial, or distribution business environment

Success Measures

First 90 Days

• Days 1–30: Learn quotation and invoicing formats, systems, and approval processes; shadow team leaders to understand product lines and customer types

• Days 31–60: Independently handle quotation and invoicing requests with minimal supervision; maintain same-day response time on email and WhatsApp inquiries

• Days 61–90: Demonstrate consistent accuracy in quotations/invoices (no rework due to errors); maintain organized, easily auditable records; begin proactively flagging outstanding payments and stalled quotations

Ongoing

• Turnaround time on quotations from request to delivery

• Accuracy rate on invoices (minimal corrections or disputes)

• Response time on email and WhatsApp customer inquiries

• Quotation-to-order conversion tracking and timely follow-up on outstanding payments

• Positive feedback from team leaders on responsiveness and organization

How to Apply

Interested candidates should submit a CV