Sales Administrator

Job Details

Sales Administrator role in the Sales & Marketing Department, reporting to the Marketing Manager. Based at Lugazi II, Kumusanvu, Uganda. Full-time, office-based but coordinating closely with factory and warehouse, 6 days a week 08:00am - 06:00pm. Responsible for ensuring smooth, accurate and fast processing of all sales orders from order to cash collection — the engine room of the sales team. Salary not disclosed.

Key Duties and Responsibilities

• Receive customer orders via WhatsApp, call, or Sales Rep sheets and enter orders into the system to generate Proforma Invoices / Sales Invoices
• Confirm stock availability with Warehouse/Loadings Officer before confirming orders
• Send dispatch instructions to Loadings Officer and follow up until truck leaves
• Check customer credit limits before releasing goods
• Receive proof of payments: Mobile Money, bank slips, cash
• Update customer accounts daily and flag overdue accounts to Sales Manager
• Prepare daily debtor aging report: 0-30 days, 30-60 days, 60+ days and follow up customers on outstanding balances with Sales Rep
• Prepare Daily Sales Report: cash sales, credit sales, returns, by Rep and by Product
• Prepare Stock Movement Report for Sales Manager every morning
• Maintain updated customer database: contacts, price category, credit limit, route and maintain updated price list and communicate price changes to Sales team
• Handle customer complaints: wrong delivery, short supply, damaged goods
• Coordinate with Loadings Officer on delivery schedules and delays
• Answer calls/emails from distributors and key accounts professionally
• Ensure all invoices have correct EFRIS details for URA and file copies of invoices, delivery notes, and payment receipts
• Ensure no goods leave without approved invoice and payment/credit approval

Qualifications, Skills and Requirements

• Diploma/Degree in Business, Accounts, or related field
• 2+ years as Sales Admin, Order Desk, or Accounts Receivable
• Proficient in Excel, Word; QuickBooks/ERP is an advantage
• Fast typing and attention to detail
• Good communication and customer service skills
• Numerate — must understand money and debtors
• Highly organized and able to work under pressure
• Honest and trustworthy — handles cash and customer data
• Team player — works closely with Sales, Warehouse, and Accounts
• Proactive — flags problems before they become big