JOB TITLE: Sales & Logistics Coordinator

DEPARTMENT: Sales & Operations

REPORTS TO: Quarry Manager

LOCATION: Machakos County

JOB PURPOSE

To coordinate all sales activities and logistics operations by ensuring timely order processing, dispatch planning, customer communication, and accurate documentation to support smooth sales flow and efficient delivery of quarry products.

KEY RESPONSIBILITIES

1. Sales Coordination

• Receive customer orders, confirm product availability, and schedule dispatch.
• Prepare quotations, delivery notes, and sales invoices.
• Maintain updated customer records and product price lists.
• Follow up on pending orders and ensure timely communication with clients.
• Support the sales team in tracking targets and preparing weekly sales reports.

2. Logistics & Dispatch Coordination

• Plan daily truck loading schedules in liaison with the weighbridge and dispatch team.
• Coordinate with drivers, loaders, and transporters to ensure timely deliveries.
• Monitor delivery timelines and resolve any delays or logistical issues.
• Track vehicle movements and ensure compliance with safety standards within the quarry.

3. Documentation & Reporting

• Ensure all dispatch documents (DNs, weighbridge tickets, route sheets) are accurate and complete.
• Reconcile daily dispatch reports with weighbridge data.
• Assist in preparation of monthly sales and logistics performance reports.

4. Customer Service

• Handle customer inquiries, complaints, and feedback promptly and professionally.
• Maintain strong relationships with internal and external stakeholders.

5. Compliance & Coordination

• Ensure dispatch and sales processes comply with company policies.
• Support coordination between sales, finance, production, and weighbridge teams.
• Participate in stock-taking exercises and product reconciliation.

Requirements

QUALIFICATIONS & EXPERIENCE

1. Degree in Sales, Logistics, Business Administration or related field.
2. At least 4 - 5 years’ experience in sales or logistics, preferably in quarry, manufacturing or construction industry.
3. Strong understanding of dispatch operations and inventory flow.
4. Proficiency in MS Office; ERP knowledge is an added advantage.

Knowledge

• Knowledge of quarry products, dispatch processes, and logistics scheduling.
• Understanding of invoicing, delivery documentation, and stock management.

• Receive customer orders, confirm product availability, and schedule dispatch.
• Prepare quotations, delivery notes, and sales invoices.
• Maintain updated customer records and product price lists.
• Follow up on pending orders and ensure timely communication with clients.
• Support the sales team in tracking targets and preparing weekly sales reports.
• Plan daily truck loading schedules in liaison with the weighbridge and dispatch team.
• Coordinate with drivers, loaders, and transporters to ensure timely deliveries.
• Monitor delivery timelines and resolve any delays or logistical issues.
• Track vehicle movements and ensure compliance with safety standards within the quarry.
• Ensure all dispatch documents (DNs, weighbridge tickets, route sheets) are accurate and complete.
• Reconcile daily dispatch reports with weighbridge data.
• Assist in preparation of monthly sales and logistics performance reports.
• Handle customer inquiries, complaints, and feedback promptly and professionally.
• Maintain strong relationships with internal and external stakeholders.
• Ensure dispatch and sales processes comply with company policies.
• Support coordination between sales, finance, production, and weighbridge teams.
• Participate in stock-taking exercises and product reconciliation.

• Proficiency in MS Office
• ERP knowledge (added advantage)
• Knowledge of quarry products
• Knowledge of dispatch processes
• Knowledge of logistics scheduling
• Understanding of invoicing
• Understanding of delivery documentation
• Understanding of stock management

• Degree in Sales, Logistics, Business Administration or related field.
• At least 4 - 5 years’ experience in sales or logistics, preferably in quarry, manufacturing or construction industry.
• Strong understanding of dispatch operations and inventory flow.