Sales Support Specialist OR Customer Care Executive (Polymer or Chemical Industry)

ABOUT THE COMPANY

We are a team of dedicated professionals from Finance, Accounting, Human Resources, Career Counsellors, Mental Health Consulting and ERP sectors. Headquartered in Kenya, East Africa, with affiliates based in Africa, India, Middle East, North America, we offer an entire spectrum of consultancy services in Human Resources, Placements & Trainings, Career Counselling for Professionals & Students, Corporate & Individual Trainings, Authors & Writers Trainings, Accounting, Financial & Secretarial Services, Corporate Financial Services and ERP Implementation & Training.

Job Opportunity – Sales Support Specialist / Customer Care Executive

Industry: Trading / Distribution / Import & Export

Department: Sales & Customer Service

Job Type: Full-Time

Job Summary

We are seeking a highly organized, detail-oriented, and proactive Sales Support Specialist / Customer Care Executive to manage sales administration, customer orders, commercial documentation, payment coordination, logistics follow-ups, and sales reporting.

The ideal candidate should have strong experience in sales coordination, customer relationship management, order processing, and export documentation, with the ability to work closely with sales, finance, logistics, and warehouse teams to ensure smooth order execution and timely customer deliveries.

Key Responsibilities:

1. Sales Coordination & Commercial Documentation

Prepare and share commercial offers, quotations, business proposals, and Proforma Invoices (PI).

Ensure accuracy in pricing, payment terms, taxes, and commercial documentation.

Maintain updated customer records, sales registers, order books, and Proforma Sales Invoices (PSI).

Coordinate with sales teams and customers regarding quotations, order confirmations, and documentation.

Maintain accurate customer information and communication records in CRM/ERP systems.

2. Customer Service & Payment Coordination

Act as a key point of contact for customers regarding orders, payments, shipments, and delivery updates.

Follow up on advance payments and coordinate payment confirmations with the finance department.

Assist in managing Letters of Credit (LC), including documentation, amendments, and banking requirements.

Coordinate with finance teams to resolve payment discrepancies and outstanding customer accounts.

Ensure timely communication between customers, sales, finance, and operations teams.

3. Order Processing & Export Logistics

Monitor customer orders from confirmation through final delivery.

Coordinate with order processing, logistics, warehouse, and production teams to ensure timely dispatch.

Prepare and coordinate export documentation, including shipments dispatched from Djibouti.

Track shipment status, delivery schedules, and transportation updates.

Keep customers and sales managers informed about order progress and expected delivery timelines.

Resolve order-related queries and support smooth shipment execution.

4. Sales Reporting & Management Support

Prepare daily, weekly, and monthly sales reports, including sales performance, pending orders, and order backlogs.

Maintain accurate sales data, customer order records, and payment tracking reports.

Analyse sales trends and provide relevant information to support management decisions.

Prepare professional PowerPoint presentations, sales summaries, and management reports.

Ensure timely submission of sales reports and operational updates.

Required Qualifications & Experience

Bachelor's degree in Business Administration, Commerce, Finance, Sales & Marketing, Supply Chain, or a related field.

Previous experience in sales support, sales coordination, customer service, order management, or commercial operations.

Practical knowledge of Proforma Invoices, quotations, customer order processing, and payment follow-ups.

Experience handling export documentation, Letters of Credit (LC), or international trade operations will be an added advantage.

Proficiency in Microsoft Excel, Word, and PowerPoint.

Familiarity with ERP/CRM systems and sales reporting tools.

Strong written and verbal communication skills.

Key Skills & Competencies

Sales Administration & Coordination

Customer Relationship Management

Order Processing & Tracking

Commercial Documentation & Proforma Invoicing

Letters of Credit (LC) & Payment Follow-ups

Export Documentation & Logistics Coordination

Microsoft Excel & Sales Reporting

ERP/CRM System Knowledge

Problem-Solving & Attention to Detail

Time Management & Multitasking

Cross-Functional Team Coordination

Key Performance Expectations

Maintain high accuracy in quotations, invoices, and commercial documentation.

Ensure timely processing of customer orders and payment confirmations.

Provide regular and accurate shipment updates to customers.

Submit sales reports and management presentations within deadlines.

Support customer satisfaction through effective communication and order coordination.

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