Sales Order and Operations Administrator

Employer: Optimise Outsourcing Ltd
Work Location: Nairobi (Office-based)
Working Hours: Monday–Friday
Type: Full-Time

1. Introduction to the Role

Optimise Outsourcing is looking for a Sales Order and Operations Administrator, who will be responsible for processing purchase orders and handling stock-related administration across multiple areas of the business. Your attention to detail and organisational skills will be key in ensuring all orders, deliveries, and invoices are accurately recorded and reconciled, keeping operations running seamlessly. 

2. About the Client

Our client is a fast-growing UK lifestyle and consumer brand with a strong online presence and expanding operational footprint.

They operate in a dynamic environment where inventory accuracy, purchasing coordination, and operational efficiency are essential to maintaining product availability and supporting continued business growth

They value trust and transparency and work closely with offshore support teams to deliver timely, well-coordinated services.

For GDPR and confidentiality reasons, the client’s identity will be disclosed at the interview stage.

4. About Optimise Outsourcing

Optimise Outsourcing is a UK-registered Employer of Record (EOR) and recruitment partner with a strong operational base in Nairobi. We connect high-performing Kenyan professionals with established international businesses and provide:

· Full HR and operational support

· Structured onboarding and training

· Performance coaching and development

· A professional, office-based working environment

Joining Optimise means joining a company committed to long-term career growth and operational excellence.

5. Key Responsibilities

Typical responsibilities include

· Processing Sales Orders and Transfers accurately and timely as received, either manually or checking order details via EDI

· Managing the Sales orders from through to delivery or collection by customer or distributor

· Ensuring all paperwork is produced as to customer requirements and any special requirements like labelling are known and implemented.

· Communicating sales order requirements and statuses to the sales team and warehouse teams in UK and Europe as appropriate

· Checking packing lists and issuing commercial invoices where relevant.

· Chasing and checking GDN so that invoices can be created.

· Communication with the customers and distributors, conveying order status and SLAs.

· Chasing collections from the DC’s

· Maintain accurate records of receipts, invoices, and supplier paperwork.

· Use the Unleashed Inventory Management System to handle stock and sales order administration, keeping all records up to date daily.

· Support the wider operations team with general administrative tasks as required.

· Always maintain the highest standards of organisation and accuracy.

6. Essentials

· Strong administrative experience with exceptional attention to detail and accuracy.

· Ability to prioritise workload according to changing needs of business

· Confident working independently and managing your own workload.

· High level of accuracy in data entry, stock, and sales order processing.

· Strong problem-solving skills with the ability to resolve stock, sales order, and invoice discrepancies efficiently.

· Advanced Excel skills, including:

o vlookup / xlookup

o index match

o Spreadsheet manipulation and maintenance

· Experience with Unleashed Inventory Management System is desirable (not essential if you learn quickly).

· Strong communication skills and a proactive mindset.

· Comfortable working in a fast-paced environment with shifting priorities.

8. Working Environment & Equipment

· Office-based role in Nairobi.

· All equipment provided, including:

o Computer and monitors

o Headset and telephony systems

o Secure access to required systems

Candidates are not required to provide their own equipment.

Remuneration is aligned with experience and current market standards.

9. Application Process (Please Read Carefully)

To be considered for this role, applicants must complete ALL the following:

Step 1 — Complete the mandatory assessment
Step 2 — Upload your CV and cover letter via the assessment portal
Step 3 — Submit your application for review

�� Application & Assessment Link:
https://app.testgorilla.com/s/ec1pku84

⚠️ Applications without completed assessments will not be reviewed.