Operations Assistant

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.

1. 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.