Commercial Administrator / Sales Administrator

About the role

The Commercial Administrator supports the Commercial and Sales Manager in processing orders, handling invoicing, and coordinating with internal teams to ensure timely delivery for both local and export clients. This role is based in Nairobi’s Westlands district and operates within the FMCG sector, focusing on personal care, homecare, and cosmetics products.

Key responsibilities

• Receive, review and process customer orders, coordinating stock availability with production and warehouse teams.
• Track order status through all stages – pending, in production, dispatched and delivered – and communicate updates to clients.
• Prepare invoices, delivery notes, quotations and pro‑forma invoices, ensuring pricing aligns with contracts and approved price lists.
• Support export documentation and EPZ compliance where required.
• Act as primary contact for customer inquiries, maintaining and updating the customer database.
• Liaise with finance for invoicing and payment follow‑ups, and with logistics for dispatch and delivery scheduling.
• Generate basic sales reports (daily, weekly, monthly) and highlight any performance discrepancies.
• Maintain organized physical and digital filing systems and assist with audits and internal compliance checks.

Required profile

• Diploma or degree in Business Administration, Sales, Commerce or a related field.
• 2–4 years of experience in a sales or commercial administration role, preferably within FMCG (personal care, homecare or cosmetics).
• Strong knowledge of invoicing and documentation processes.

Required skills

• Proficiency in Microsoft Excel.
• Experience using ERP systems.