Sales Order Processing Clerk
About the company
Kenya Builders & Concrete Company Ltd is seeking an SOP Clerk to process sales orders and related documentation accurately and on time. The role covers quotations/orders in iScala, picking lists, invoices and delivery notes, while coordinating with Sales, Production, Logistics and Accounts for efficient fulfilment and customer satisfaction.
Kenya Builders & Concrete Company Ltd is seeking an SOP Clerk to process sales orders and related documentation accurately and on time. The role covers quotations/orders in iScala, picking lists, invoices and delivery notes, while coordinating with Sales, Production, Logistics and Accounts for efficient fulfilment and customer satisfaction.
Your tasks
Order Processing & Data Entry
- Enter quotations, confirmed orders and delivery schedules in iScala.
- Generate picking lists, proforma invoices and sales invoices from iScala.
- Ensure orders are recorded accurately and priced at approved rates.
- Confirm stock availability and allocate items.
Documentation & System Management
- Maintain customer records and sales transactions in iScala.
- Attach LPOs, payment slips, approvals and other supporting documents.
- File/archive all order-processing documentation properly.
Coordination & Communication
- Liaise with warehouse/dispatch for timely order preparation and dispatch.
- Work with sales/customer-service teams on order queries.
- Update stakeholders on order status and delivery timelines.
Compliance & Internal Controls
- Verify orders meet credit, pricing and payment-term policies before processing.
- Comply with internal controls on approvals/documentation.
- Report discrepancies, stock variances or unusual order patterns.
HubSpot CRM Integration
- Update deal status in HubSpot when linked to an iScala order.
- Log order notes, documents and follow-ups in HubSpot.
- Use CRM to track order lifecycle and give sales teams visibility.
KEY OUTPUTS / DELIVERABLES
- Accurate/timely quotation and sales-order entry in iScala.
- Correct picking lists, invoices and delivery documentation.
- Accurate, updated customer/product information.
- Clear communication with Sales, Warehouse and Finance.
- Proper document control and audit trail for processed orders.
- Maintained HubSpot CRM–iScala order linkage.
Order Processing & Data Entry
- Enter quotations, confirmed orders and delivery schedules in iScala.
- Generate picking lists, proforma invoices and sales invoices from iScala.
- Ensure orders are recorded accurately and priced at approved rates.
- Confirm stock availability and allocate items.
Documentation & System Management
- Maintain customer records and sales transactions in iScala.
- Attach LPOs, payment slips, approvals and other supporting documents.
- File/archive all order-processing documentation properly.
Coordination & Communication
- Liaise with warehouse/dispatch for timely order preparation and dispatch.
- Work with sales/customer-service teams on order queries.
- Update stakeholders on order status and delivery timelines.
Compliance & Internal Controls
- Verify orders meet credit, pricing and payment-term policies before processing.
- Comply with internal controls on approvals/documentation.
- Report discrepancies, stock variances or unusual order patterns.
HubSpot CRM Integration
- Update deal status in HubSpot when linked to an iScala order.
- Log order notes, documents and follow-ups in HubSpot.
- Use CRM to track order lifecycle and give sales teams visibility.
KEY OUTPUTS / DELIVERABLES
- Accurate/timely quotation and sales-order entry in iScala.
- Correct picking lists, invoices and delivery documentation.
- Accurate, updated customer/product information.
- Clear communication with Sales, Warehouse and Finance.
- Proper document control and audit trail for processed orders.
- Maintained HubSpot CRM–iScala order linkage.
Requirements
QUALIFICATIONS & EXPERIENCE
- Diploma/Certificate in Business Administration, Procurement or related field.
- Basic accounting or ERP systems training is an advantage.
- 1–2 years’ experience in sales administration, data entry or order processing.
- Familiarity with ERP (e.g., iScala) and CRM (e.g., HubSpot) is an advantage.
- Manufacturing, distribution or logistics experience preferred.
QUALIFICATIONS & EXPERIENCE
- Diploma/Certificate in Business Administration, Procurement or related field.
- Basic accounting or ERP systems training is an advantage.
- 1–2 years’ experience in sales administration, data entry or order processing.
- Familiarity with ERP (e.g., iScala) and CRM (e.g., HubSpot) is an advantage.
- Manufacturing, distribution or logistics experience preferred.
How to apply
To apply, send your updated CV to the Email provided. Please indicate “Sales Order Processing (SOP) Clerk”.
To apply, send your updated CV to the Email provided. Please indicate “Sales Order Processing (SOP) Clerk”.