Sales & Invoicing Coordinator- MSA

About the Company

Our client is a leading distributor of food, beverages, and cleaning products, serving hotels, restaurants, catering establishments, and supermarkets across Kenya. The company is committed to delivering quality products and exceptional customer service through efficient sales and distribution operations.

Job Summary

The Sales & Invoicing Coordinator will be responsible for managing invoicing, sales administration, order processing, and customer support to ensure smooth day-to-day operations. The role requires a highly organised individual with strong attention to detail, excellent communication skills, and the ability to provide outstanding customer service while maintaining accurate sales and invoicing records.

Key Responsibilities

• Process daily invoices accurately and in a timely manner for dispatched goods.

• Reconcile Goods Received Notes with delivery notes to facilitate accurate invoicing.

• Verify, scan, file, and maintain physical and electronic invoice records.

• Prepare and maintain reports on unfulfilled and partially fulfilled customer orders.

• Investigate and resolve invoicing and delivery discrepancies by coordinating with internal teams and customers.

• Prepare sales orders, quotations, and price lists for customers.

• Respond to customer enquiries regarding products, pricing, availability, and order status.

• Monitor customer credit limits and ensure compliance with company policies.

• Handle customer complaints professionally and escalate issues where necessary.

• Provide regular administrative and sales reports to supervisors.

• Support stock-taking exercises and perform other administrative duties as assigned.

Qualifications & Experience

• Diploma or Bachelor's degree in Business Administration, Sales & Marketing, Commerce, or a related field.

• Minimum of 1–2 years' experience in sales administration, invoicing, customer service, or a similar role, preferably within the FMCG industry.

• Experience using Microsoft Office Suite, particularly Excel, Word, and Outlook.

• Experience with SAP Business One is an added advantage.

Key Skills & Competencies

• Strong attention to detail and accuracy, particularly in invoicing and documentation.

• Excellent organisational and time management skills.

• Strong customer service and relationship management skills.

• Excellent verbal and written communication skills.

• Good analytical and problem-solving abilities.

• Ability to work independently and take ownership of assigned responsibilities.

• Strong interpersonal skills with the ability to work collaboratively across teams.

• Adaptability and willingness to learn in a dynamic work environment.

• High level of integrity, professionalism, and accountability.