Key Responsibilities

A. Order Management Support

• Monitor incoming orders via email, WhatsApp, and telephone; acknowledge all orders within 2 hours.

• Log all orders into the live Order Tracker and keep it updated throughout the day.

• Verify client identity, stock availability, and outstanding balances in Odoo before confirming orders.

• Follow up on pending quotations, pro-forma invoices, and unfulfilled orders as directed.

B. Odoo & eTIMS Operations

• Raise Sales Orders and Invoices in Odoo for all confirmed orders, referencing the client LPO number.

• Ensure 100% eTIMS transmission for every invoice before dispatch; report any eTIMS errors immediately to the Accountant/CEO.

• Update Odoo upon delivery: validate delivery orders and mark orders as Delivered & Confirmed.

• Maintain accurate records across Odoo Sales, Inventory, and Purchasing modules.

C. Payment & Credit Administration

• Credit clients: verify credit limit in Odoo; flag exceptions to CEO for approval before proceeding.

• Cash clients: obtain proof of payment (M-Pesa Paybill, bank transfer, or COD) and confirm with Accountant/CEO before invoicing — never release goods without payment confirmation.

• Submit all proofs of payment to the Accountant/CEO promptly.

• Follow up on overdue accounts receivable using the Odoo ageing report; escalate to Accountant/CEO as needed.

D. Dispatch & Delivery Administration

• Pick, pack, and cross-check outgoing items against the order — including expiry date verification.

• Attach the eTIMS invoice and delivery note to every outgoing order.

• Obtain the client's signature on the delivery note and update Odoo upon confirmed receipt.

• Call or WhatsApp the client after delivery to confirm receipt and log any discrepancies.

E. Stock & Inventory

• Check Odoo stock levels before confirming any order; never commit stock that is unavailable.

• Flag low-stock and near-expiry items (medicines, vitamins, medical devices) daily to the CEO and Accountant.

• Receive, count, verify, and neatly store incoming goods and update Odoo stock records accordingly.

• Participate in weekly spot stock counts and the monthly full stock count directed by the Accountant/CEO.

• Cross-reference physical counts against Odoo records; report all discrepancies to Accountant/CEO immediately.

• Check stock levels for the top 20 SKUs weekly and assist with reorder planning.

F. Client Relationship Support

• Conduct proactive check-ins with existing clients to maintain strong relationships.

• Maintain an updated client contact list in Odoo and ensure records are accurate.

• Handle client queries and complaints professionally; escalate to the CEO where required.

• Send account statements to clients with outstanding balances weekly and at month-end.

G. Reporting & Administration

• Submit a daily sales and operations summary to the CEO by 5:30 PM.

• Prepare and submit the weekly performance report (orders, sales value, new clients, stock alerts) to the CEO by Friday 5 PM.

• Attend and contribute to the weekly team meeting.

• Assist with the monthly client order analysis (top 10 clients/products) for the CEO.

• Provide the monthly sales narrative for management accounts to the Accountant/CEO.

3. Task Schedule

Daily

• Check email/WhatsApp for overnight orders; check with CEO/staff for verbal orders.

• Log all orders in the Order Tracker; verify stock availability in Odoo.

• Confirm payment terms and credit limits for each order.

• Raise Sales Orders and Invoices in Odoo; confirm eTIMS transmission.

• Pick, pack, and cross-check items and expiry dates for outgoing deliveries.

• Obtain signed delivery note; update and validate Odoo delivery order.

• Confirm receipt with client via call or WhatsApp.

• Submit proof of payment to Accountant/CEO.

• Flag low-stock and near-expiry items to CEO and Accountant.

• Send daily summary to CEO by 5:30 PM.

Weekly (by Friday)

• Review Order Tracker for unfulfilled or pending orders.

• Run AR ageing report; follow up on overdue invoices.

• Send statements to clients with outstanding balances.

• Confirm all invoices matched to eTIMS with Accountant/CEO.

• Follow up on pending LPOs and pro-forma invoices.

• Check stock levels for top 20 SKUs; assist with weekly spot stock count.

• Submit weekly performance report to CEO by Friday 5 PM.

• Attend weekly team meeting.

Monthly (Last 3 Working Days)

• Review and close open Sales Orders and quotations.

• Participate in monthly stock count directed by Accountant/CEO.

• Issue month-end statements to all active accounts.

• Prepare monthly client order analysis (top 10 clients/products) for CEO.

• Close all pending delivery orders.

• Reconcile Order Tracker vs Odoo Sales Report; report variances to Accountant/CEO.

• Follow up on invoices overdue >30 days; escalate >60 days to CEO.

• Propose at least 2 new client leads to CEO.

• Provide monthly sales narrative for management accounts to Accountant/CEO.