Sales Administrator & Tender Officer at Opticom Kenya Limited

Job Responsibilities:

• Process Sales Orders: Receive and process sales orders accurately and efficiently, ensuring all required information is complete. Coordinate with various departments, such as production and logistics, to ensure timely order fulfilment.
• Maintain Sales Database: Update and maintain the sales database by entering new customer information, updating contact details, and recording interactions and sales activities. Ensure data integrity and accuracy.
• Assist in Sales Reporting: Prepare and generate sales reports, including sales performance, inventory levels, and customer analytics. Provide regular updates on sales metrics to the sales team and management.
• Handle Inquiries and Correspondence: Respond to customer inquiries promptly and professionally via email, phone, or in-person. Provide information about products, pricing, availability, and delivery schedules. Assist in resolving customer complaints or issues by coordinating with relevant departments.
• Sales Support: Provide administrative support to the sales team, including scheduling meetings, preparing sales presentations and proposals, and maintaining sales collateral. Assist with sales forecasting and budgeting.
• Order and Inventory Management: Monitor inventory levels, coordinate with suppliers for timely replenishment, and track shipments. Ensure accurate stock levels and assist in resolving any discrepancies.
• Coordinate Sales Events: Assist in organizing sales events, trade shows, and conferences. Coordinate logistics, manage registrations, and provide on-site support when necessary.
• Maintain Customer Relations: Build and maintain strong relationships with customers by providing exceptional customer service. Follow up with customers to ensure satisfaction and identify opportunities for upselling or cross-selling.
• Prepare and submit Tenders, Pre-Qualifications and RFP/Q as and when required.

Required Skills:

• Excellent organizational and time management skills.
• Strong attention to detail and accuracy.
• Effective communication and interpersonal skills.
• Proficiency in MS Office Suite, particularly Excel and PowerPoint.
• Ability to work independently and collaboratively in a team.
• Strong problem-solving and decision-making abilities.
• Ability to prioritize tasks and work under pressure.
• Knowledge of CRM software and sales tools is a plus.

Required Qualifications:

• High school diploma or equivalent; a degree in business administration or a related field is preferred.
• Proven experience in a sales support or administrative role in the security industry is a must.
• Familiarity with sales processes and procedures.
• Knowledge of order processing systems and CRM software.
• Excellent written and verbal communication skills.
• Strong numerical and analytical skills.
• Ability to adapt to changing priorities and work in a fast-paced environment.
• Proven track record preparing and submitting tenders, pre qualifications and RFP/Q.
• Professional and friendly demeanor.