RECEPTIONIST cum SALES ADMINISTRATOR

Job Summary
On behalf of our esteemed client, we are looking for a Receptionist cum Sales Admin to manage front desk and reception activities while providing administrative support to the Sales team. The role is responsible for creating a professional first impression, handling customer enquiries, supporting sales documentation and maintaining accurate records to ensure smooth daily sales administration operations.

Key Responsibilities
Reception & Front Desk

• Manage the reception counter and welcome visitors, purchasers, agents and business partners in a professional and courteous manner

• Attend to incoming calls, general enquiries, walk-in customers and correspondence, and direct them to the appropriate person or department

• Maintain the reception area in a neat, presentable and customer-ready condition at all times

• Manage visitor registration, appointment schedules, meeting room bookings and courier or document collection where applicable

• Handle basic customer enquiries and provide accurate information on sales office procedures, documentation requirements and relevant contact persons

• Receive and distribute incoming mail, parcels, documents and correspondence promptly.

Sales Administration Support

• Provide day-to-day administrative support to the Sales team, including preparation, checking, filing and circulation of sales-related documents

• Maintain accurate sales records in the relevant filing system and company database

• Track and follow up on outstanding documents, customer information and internal approvals required for sales administration processing

• Coordinate with Sales departments on sales-related matters

• Assist with preparation of simple sales reports, customer lists, appointment schedules and status updates for the Sales team

Customer & Sales Support

• Assist customers with general enquiries relating to product information, sales appointments, documentation status and sales office procedures

• Coordinate sales appointments and support the Sales team during customer visits, launches, exhibitions, roadshows and sales events

• Ensure brochures, forms, sales kits and promotional materials are properly stocked and available at the office

• Record customer feedback, enquiries or complaints and escalate matters requiring further attention to the relevant sales team member or supervisor

• Maintain professional communication and service standards when dealing with customers and external parties

Required Qualifications & Experience

• Minimum Degree or Diploma in Business Administration, Office Management, Marketing or a related field

• At least 1-2 years of working experience in reception, customer service, administration or sales support

• Basic knowledge of sales administration processes and customer handling is preferred

Required Skills and Competencies

• Good verbal and written communication skills in Swahili and English

• Pleasant personality, professional appearance and strong customer service orientation

• Good interpersonal skills and ability to communicate confidently with customers and internal stakeholders

• Proficient in Microsoft Office applications, particularly Word, Excel, PowerPoint and Outlook

• Good organizational and time management skills with the ability to handle multiple tasks

• Detail-oriented, responsible and able to maintain accurate records and documentation

• Ability to work independently while supporting a team in a fast-paced sales environment

• Able to handle confidential information with discretion and professionalism