Responsibilities

Key Responsibilities

• Receive, verify, and accurately enter customer purchase orders (dealers, retail chains, online platforms, and corporate clients) into the ERP/inventory system (Zoho Inventory).
• Confirm product availability with the warehouse team and coordinate stock allocation against approved orders.
• Generate proforma invoices, delivery notes, tax invoices, and credit notes in a timely and accurate manner.
• Liaise with the logistics and warehouse teams to ensure timely picking, packing, and dispatch of orders.
• Track order status from confirmation through to delivery; proactively communicate updates to sales representatives and customers.
• Process returns, exchanges, and credit claims in coordination with the after-sales and finance teams.
• Reconcile dispatched orders against received purchase orders and flag discrepancies to supervisors.
• Maintain accurate and up-to-date records of all orders, shipments, and correspondence in Zoho CRM and Zoho Inventory.
• Support the sales team with order-related reports, stock availability queries, and outstanding order tracking.
• Coordinate with the finance team to ensure invoices are raised correctly and on time to support collections.
• Monitor and manage backorders; communicate expected lead times clearly to all stakeholders.
• Assist in generating daily, weekly, and monthly order processing and sales performance reports.
• Ensure compliance with company credit limits, pricing approvals, and authorization workflows before processing orders.
• Support periodic stock reconciliation exercises with the warehouse team.

Qualifications & Experience

• Diploma or Bachelor's degree in Business Administration, Commerce, Supply Chain Management, or a related field.
• Minimum 2 years of experience in sales order processing, order management, or a similar operations role — ideally in FMCG, electronics, or distribution.
• Hands-on experience with an ERP or inventory management system (Zoho Inventory, SAP, Sage, or equivalent).
• Proficiency in Microsoft Excel and Google Sheets for data entry, tracking, and reporting.
• Strong numerical accuracy — ability to verify quantities, prices, and totals without errors.
• Familiarity with Kenyan VAT, ETR invoicing requirements, and standard trade documentation is an advantage.
• Excellent written and verbal communication skills in English and Kiswahili.
• Ability to work under pressure in a fast-paced distribution environment and meet tight deadlines.
• High attention to detail, strong organizational skills, and a process-driven mindset.
• A team player who can collaborate effectively across Sales, Warehouse, Finance, and Logistics teams.

Benefits

What We Offer

• Competitive salary package commensurate with experience.
• A high-growth work environment with a dynamic, energetic team.
• Exposure to Kenya's top retail and e-commerce channels (Naivas, Carrefour, Quickmart, Jumia, and more).
• Training and development opportunities across our Zoho business software stack.
• Staff product purchase benefits on Vision Plus electronics and appliances.
• Medical cover and statutory benefits as per Kenyan labour law.
• A culture that rewards initiative, accuracy, and ownership.

• Receive, verify, and accurately enter customer purchase orders (dealers, retail chains, online platforms, and corporate clients) into the ERP/inventory system (Zoho Inventory).
• Confirm product availability with the warehouse team and coordinate stock allocation against approved orders.
• Generate proforma invoices, delivery notes, tax invoices, and credit notes in a timely and accurate manner.
• Liaise with the logistics and warehouse teams to ensure timely picking, packing, and dispatch of orders.
• Track order status from confirmation through to delivery; proactively communicate updates to sales representatives and customers.
• Process returns, exchanges, and credit claims in coordination with the after-sales and finance teams.
• Reconcile dispatched orders against received purchase orders and flag discrepancies to supervisors.
• Maintain accurate and up-to-date records of all orders, shipments, and correspondence in Zoho CRM and Zoho Inventory.
• Support the sales team with order-related reports, stock availability queries, and outstanding order tracking.
• Coordinate with the finance team to ensure invoices are raised correctly and on time to support collections.
• Monitor and manage backorders; communicate expected lead times clearly to all stakeholders.
• Assist in generating daily, weekly, and monthly order processing and sales performance reports.
• Ensure compliance with company credit limits, pricing approvals, and authorization workflows before processing orders.
• Support periodic stock reconciliation exercises with the warehouse team.

• Proficiency in Microsoft Excel and Google Sheets for data entry, tracking, and reporting.
• Strong numerical accuracy — ability to verify quantities, prices, and totals without errors.
• Excellent written and verbal communication skills in English and Kiswahili.
• Ability to work under pressure in a fast-paced distribution environment and meet tight deadlines.
• High attention to detail, strong organizational skills, and a process-driven mindset.
• A team player who can collaborate effectively across Sales, Warehouse, Finance, and Logistics teams.

• Diploma or Bachelor's degree in Business Administration, Commerce, Supply Chain Management, or a related field.
• Hands-on experience with an ERP or inventory management system (Zoho Inventory, SAP, Sage, or equivalent).
• Familiarity with Kenyan VAT, ETR invoicing requirements, and standard trade documentation is an advantage.