Administration/Processor at Ital Global

About the Client:

• Our client is a leading distribution and factory outlet for construction materials in Kenya and is looking for an Administrator/Processor responsible for overseeing administrative duties and processing tasks within an organization. The role combines clerical, organizational, and technical duties, supporting the efficient functioning of the office or department. The job might involve handling data, records, reports, scheduling, and communication, as well as ensuring smooth operations in day-to-day administrative processes.

Summary of Duties and Responsibilities:

Order Processing

• Receive and process orders from customers through phone, email, or in person.
• Confirm customer orders by verifying product availability, payment, and delivery schedules.
• Accurately complete customer order sheets, including details such as customer name, vehicle number, and product ordered.

Customer Service

• Manage walk-ins by welcoming customers, understanding their needs, and guiding them through the ordering process.
• Respond to customer inquiries and provide timely updates on their orders, including expected delivery times.
• Communicate with customers regarding any issues with orders, payments, or delivery schedules.

Order Reconciliation

• Reconcile customer orders with the team to ensure product availability and delivery timelines.
• Work with the finance and accounts department to verify that payment confirmations are received before scheduling orders for loading.
• Regularly reconcile orders and deliveries with the sales team to ensure accuracy and completeness.

Transport Coordination

• Organize and coordinate transport for customer orders by liaising with the transport team or external transporters.
• Direct all transporters upon arrival at the organization to the appropriate loading areas.
• Ensure proper control at the entry gate by verifying vehicle numbers, customer names, and order details.

Internal Liaison

• Work closely with the transport, finance, and sales departments to ensure seamless order fulfillment.
• Coordinate with the finance/accounts team to ensure that payments are confirmed before the release of goods.
• Maintain communication with all team to ensure the timely replenishment and availability of ordered materials.

Documentation and Record Keeping

• Maintain accurate and organized records of customer orders, including order sheets, vehicle details, and delivery schedules.
• Ensure all required documentation is completed and reconciled on a daily basis.
• Assist in generating reports for sales and order fulfillment for management review.

Gate Control

• Ensure proper control at the entry gate to prevent unauthorized vehicles or personnel from entering the quarry premises.
• Monitor the flow of vehicles in and out of the quarry, ensuring that only approved transporters are allowed to collect orders.

Required Skills and Qualifications

• Diploma or degree in Business Administration, Office Management, or a related field is often preferred.
• Previous experience (2-3 years) in an administrative or processing role is desirable.
• Strong organizational and multitasking skills.
• Excellent communication and customer service skills.
• Proficiency in Microsoft Office (Excel, Word) and experience with order management software (SAP) is an advantage.
• Ability to work independently and manage time efficiently.
• Keen attention to detail and accuracy in record-keeping and reconciliation.

Key Attributes

• Problem-solving mindset and ability to manage tight schedules.
• Strong coordination skills to manage different departments and ensure smooth order processing.
• Proactive and able to anticipate potential issues with orders or deliveries.
• Ability to handle a fast-paced work environment with high demand.

Deadline:28th March 2025