Sales Administrator – Opticom Kenya

Description

Opticom Kenya Ltd provides integrated risk management solutions including remotely monitored IP CCTV, Fire Safety, Occupational Health & Safety, Access Control and Building Management Solutions. Opticom is a subsidiary of Optimum Security Ltd incorporated in 1998 in the UK.

Key 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.

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