Sales Administrator - Construction(Mavoko)

Sales Administrator Vacancy-In a Quarry Setting-Mavoko, Machakos
Ital GLOBAL - We are a comprehensive Human Capital and Quality Management Consultancy firm dedicated to helping organizations just like yours with their HR and Quality Management requirements. We believe in creating productive and fruitful relationships with our clients by adding value to your business to ensure that you get the very best return on your Human Capital spend. Our Human Capital solutions, advice and guidance are uniquely designed and shaped around your exact requirements and objectives. They will fit with your culture and the business challenges that you currently face.
About the Client:
Our client is a leading innovative construction solutions provider in East Africa who has a proven track record of performance driven by solid knowledge and experience in the construction industry and is seeking to recruit a Sales Admin to play a crucial role in ensuring the seamless processing of customer orders from initial inquiry to final delivery. This position requires excellent communication and organizational skills to effectively manage customer interactions, order processing, transport coordination, and reconciliation with internal departments. The Sales Admin will also ensure that the entry gate is properly controlled and that all order sheets and documentation are completed accurately.
Summary of Duties and Responsibilities:
1. Order Processing
o Receive and process orders from customers through phone, email, or in person.
o Confirm customer orders by verifying product availability, payment, and delivery schedules.
o Accurately complete customer order sheets, including details such as customer name, vehicle number, and product ordered.
2. Customer Service
o Manage walk-ins by welcoming customers, understanding their needs, and guiding them through the ordering process.
o Respond to customer inquiries and provide timely updates on their orders, including expected delivery times.
o Communicate with customers regarding any issues with orders, payments, or delivery schedules.
3. Order Reconciliation
o Reconcile customer orders with the production team to ensure product availability and delivery timelines.
o Work with the finance and accounts department to verify that payment confirmations are received before scheduling orders for loading.
o Regularly reconcile orders and deliveries with the sales team to ensure accuracy and completeness.
4. Transport Coordination
o Organize and coordinate transport for customer orders by liaising with the transport team or external transporters.
o Direct all transporters upon arrival at the quarry to the appropriate loading areas.
o Ensure proper control at the entry gate by verifying vehicle numbers, customer names, and order details.
5. Internal Liaison
o Work closely with the production, finance, and sales departments to ensure seamless order fulfillment.
o Coordinate with the finance/accounts team to ensure that payments are confirmed before the release of goods.
o Maintain communication with the production team to ensure the timely production and availability of ordered materials.
6. Documentation and Record Keeping
o Maintain accurate and organized records of customer orders, including order sheets, vehicle details, and delivery schedules.
o Ensure all required documentation is completed and reconciled on a daily basis.
o Assist in generating reports for sales and order fulfillment for management review.
7. Gate Control
o Ensure proper control at the entry gate to prevent unauthorized vehicles or personnel from entering the quarry premises.
o 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 Sales, Business Administration, or a related field.
• Prior experience in sales administration or customer service, preferably in a quarry, construction, or logistics industry.
• Strong organizational and multitasking skills.
• Excellent communication and customer service skills.
• Proficiency in Microsoft Office (Excel, Word) and experience with order management software 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