Office & Sales Administrator at Mwalimu National Sacco

REF: MAM/HR/03/2020

The Office & Sales Administrator will report to the General Manager.

Job Purpose

Responsible for ensuring smooth running of the general office operations whilst contributing to driving sustainable growth.

Duties and Responsibilities

Specific duties and responsibilities will entail:

• Ensuring operations efficiency and compliance to the established company policies;
• Coordinating general office operations by liaising with sales teams and other departments to ensure efficiency of the operations;
• Supervising administrative staff and allocating responsibilities to ensure performance;
• Managing agendas, travel arrangements and appointments for senior management;
• Managing phone calls and office correspondence;
• Timely and accurate preparation and submission of reports, presentation, proposals as required;
• Checking the accuracy of orders and issuing invoices;
• Receiving, processing and maintaining sales reports and documentation;
• Verifying customers’ personal information and payment details;
• Contacting customers by phone or email to answer queries and obtain missing information;
• Maintaining and updating sales and customer records;
• Compiling monthly sales reports;
• Directing feedback from customers to relevant departments;
• Supporting the sales department with other administrative tasks; and
• Any other duties that may be assigned by management from time to time.

Key qualifications, knowledge, skills and experience required.               

For appointment to this position, the candidate must have the following qualifications: –

• Diploma in office administration or relevant field;
• minimum 3 years in general office/sales administration or in a similar role;
• Advanced knowledge of administrative record keeping;
• Familiarity with sales reports and sales records;
• Proficiency with word processing and spreadsheet software;
• Excellent knowledge of MS Office and office management software (ERP etc.); and
• Qualifications in secretarial studies will be an added advantage.

Skills and Competencies:

• Must be a person of integrity and demonstrate excellent interpersonal skills;
• Excellent written and oral communication skills;
• Must be able to work independently with minimal supervision as well as in a team environment;
• Excellent organizational skills;
• Exceptional interpersonal and customer service skills; and
• Formidable problem-solving skill.