Sales Administrator

On behalf of our esteemed client, We are inviting applications from qualified, motivated, and results-driven individuals to fill the position of Sales Administrator.

JOB DESCRIPTION

Position                       : Sales Administrator
Department                 : Sales and Marketing
Location                      : Chitedze, Lilongwe
Reports To                  : General Manager

1. Job Purpose

The Sales Administrator is responsible for supporting the LPG sales operations by coordinating customer orders, preparing sales documentation, maintaining sales records, and ensuring efficient communication between customers, the depot, and the delivery team. The role ensures accurate order processing, timely invoicing, proper documentation, and smooth coordination of LPG sales and cylinder distribution activities.

2. Key Responsibilities

Sales Order Management

• Receive and process LPG sales orders from customers.
• Prepare quotations, sales orders, and proforma invoices.
• Coordinate order processing with the depot operations team.
• Ensure timely processing of LPG cylinder and bulk gas orders.
• Track and monitor order status until delivery is completed.

Sales Documentation

• Prepare and issue invoices, delivery notes, and sales receipts.
• Maintain accurate sales records and documentation.
• Verify delivery notes against dispatched LPG quantities.
• Ensure proper filing of all sales documents for audit purposes.
• Maintain records of cylinder deposits and cylinder returns.

Customer Support

• Respond to customer inquiries regarding LPG products, prices, and deliveries.
• Coordinate with customers regarding delivery schedules.
• Maintain good customer relationships and provide timely feedback.
• Address customer complaints and escalate issues when necessary.

Sales Reporting

• Maintain daily, weekly, and monthly sales records.
• Prepare sales reports for management review.
• Track LPG sales volumes including bulk gas and cylinder sales.
• Monitor customer purchase trends and provide feedback to the sales team.

Coordination with Operations

• Coordinate with depot staff regarding product availability.
• Work closely with the logistics team to plan deliveries.
• Ensure proper communication between sales, operations, and finance departments.
• Support stock reconciliation of LPG cylinders and products.

Administrative Support

• Maintain updated customer databases.
• Assist in preparing sales presentations and proposals.
• Organize sales records and contracts.
• Support marketing and promotional activities when required.

3. Key Performance Indicators (KPIs)

• Accuracy of sales orders and documentation.
• Timely processing of customer orders.
• Customer satisfaction and response time.
• Accuracy of sales reporting.
• Proper record keeping of LPG sales transactions.

4. Qualifications and Experience

• Diploma or Degree in Business Administration, Sales and Marketing, or related field.
• Minimum 2–3 years experience in sales administration or customer service.
• Experience in petroleum, LPG, logistics, or FMCG industries is an added advantage.
• Proficiency in Microsoft Office (Excel, Word) and basic accounting systems.

5. Skills and Competencies

• Strong organizational and administrative skills.
• Good communication and customer service skills.
• High attention to detail and accuracy.
• Ability to manage multiple tasks and deadlines.
• Basic understanding of sales processes and documentation.
• Strong teamwork and coordination skills.

6. Working Conditions

• Office-based position at the LPG depot sales office in Chitedze.
• Regular interaction with customers, depot staff, and delivery personnel.
• Occasional involvement in stock verification or customer visits.

7. Authority Levels

• Authority to process and verify sales documentation.
• Authority to coordinate delivery schedules with operations.
• Authority to escalate sales or customer service issues to management.

How to apply

Applicants meeting the requirements are encouraged to send their Cover Letter, Updated CV and Relevant Certifications, in Pdf format,  through https://forms.gle/dY2K4rcSsonJ7pRi7

Please use ensure that each file is appropriately labelled, such as “CV – (Name)”.

The closing date for receiving applications is Thursday, 19th March 2026.

Only shortlisted candidates will be contacted.