OPERATIONS ASSISTANT - Pharmaceutical Import & Distribution

Seeking to recruit a highly organised, detail-oriented, and reliable Operations Assistant to support the company’s daily administrative, order-processing, stock management, and client service operations. KEY RESPONSIBILITIES Receive and monitor customer orders through email, WhatsApp, and telephone, and ensure timely acknowledgement and processing.Log and continuously update orders in the company’s Order Tracker.Verify client details, stock availability, credit status, and outstanding balances before confirming orders.Raise Sales Orders and invoices in Odoo Enterprise, ensuring accurate reference to client LPOs.Ensure 100% eTIMS transmission for all invoices and promptly escalate any errors.Update Odoo records following deliveries and maintain accurate Sales, Inventory, and Purchasing records.Verify payments from cash clients through M-Pesa, bank transfers, or COD before invoicing or releasing goods.Follow up on overdue accounts and escalate outstanding issues appropriately.Pick, pack, and cross-check outgoing orders, including verification of product expiry dates.Ensure delivery notes and eTIMS invoices accompany all dispatched orders and that signed delivery documentation is returned and recorded.Monitor stock levels, identify low-stock and near-expiry products, and report discrepancies.Receive, count, verify, and properly store incoming stock while updating Odoo inventory records.Participate in weekly spot checks and monthly stock counts.Maintain accurate client records and respond professionally to customer queries and complaints.Send account statements to clients with outstanding balances.Ensure the office remains clean, safe, organised, and adequately stocked.Prepare and submit a daily sales and operations report to the CEO by 5:30 PM.Support the team in other operational and administrative duties as required. REQUIREMENTS Diploma or Bachelor's degree in Business Administration, Sales & Marketing, or a related field.Proficiency in Odoo Enterprise or a comparable ERP system.Strong ability to use WhatsApp Business, email, and M-Pesa Paybill.Valid Certificate of Good Conduct.1–2 years’ experience in sales support, office administration, pharmaceutical, FMCG, or a related environment.Experience with LPO-based institutional transactions, particularly hospitals, clinics, pharmacies, or NGOs, will be an added advantage.Basic knowledge of pharmaceutical products, including prescription medicines, OTC products, vitamins, and medical devices, is preferred.Familiarity with the Nairobi healthcare or distribution market is an advantage.Knowledge of e-commerce platforms such as Shopify, Jumia, or similar platforms is desirable.Experience managing business social media accounts is an added advantage.

• Receive and monitor customer orders through email, WhatsApp, and telephone, and ensure timely acknowledgement and processing. • Log and continuously update orders in the company’s Order Tracker. • Verify client details, stock availability, credit status, and outstanding balances before confirming orders. • Raise Sales Orders and invoices in Odoo Enterprise, ensuring accurate reference to client LPOs. • Ensure 100% eTIMS transmission for all invoices and promptly escalate any errors. • Update Odoo records following deliveries and maintain accurate Sales, Inventory, and Purchasing records. • Verify payments from cash clients through M-Pesa, bank transfers, or COD before invoicing or releasing goods. • Follow up on overdue accounts and escalate outstanding issues appropriately. • Pick, pack, and cross-check outgoing orders, including verification of product expiry dates. • Ensure delivery notes and eTIMS invoices accompany all dispatched orders and that signed delivery documentation is returned and recorded. • Monitor stock levels, identify low-stock and near-expiry products, and report discrepancies. • Receive, count, verify, and properly store incoming stock while updating Odoo inventory records. • Participate in weekly spot checks and monthly stock counts. • Maintain accurate client records and respond professionally to customer queries and complaints. • Send account statements to clients with outstanding balances.