Marketing and Administration Officer Vacancy

  • Full Time
  • Nairobi

Virtual Hr Recruitment Limited

Job purpose:

Performs administrative duties for executive management. Responsibilities may include screening calls; managing calendars; meeting and event arrangements; preparing reports and financial data; customer relations. Requires strong computer and Internet research skills, flexibility, excellent interpersonal skills, project coordination experience, and the ability to work well with all levels of internal management and staff, as well as outside clients and vendors.

Sensitivity to confidential matters will be required. provides clerical and minor technical support for the sales department of a company. Recordkeeping responsibilities may include sales and expense reports, electronic databases and sales proposals for prospective customers. Plan meetings and ensure that sales representatives in the field are in contact with home office staff. Able to work independently with minimal oversight.


Report in the office in the morning on time and report to sales & marketing director/ceo via mode of communication as agreed.
No personal excuses to be given especially in the first two weeks of work. This will be deemed as not serious about your work.
To dress smartly at all times.
Make appointments for minimum five clients within a pre-determined route/ a concentrated area.
Give demos to clients as and of when required
Saturday is the day for writing reports and planning for the following week.
Have your phone on and charged at all times for ease of communication
Maintain and develop a computerized customer and prospect database.
Respond to and follow up sales enquiries by post, telephone, and personal visits as directed by sales & marketing director.
Maintain and develop existing and new customers through planned individual account support, and liaison with internal order-processing staff.
Monitor and report on activities and provide relevant management information.
Carry out market research, competitor and customer surveys.
Maintain and report on equipment and software suitability for direct marketing and sales reporting purposes.
Liaise and attend meetings with other company functions necessary to perform duties and aid business and organisational development.
Manage the external marketing agency activities of telemarketing and research.
Attend training and to develop relevant knowledge and skills.
Managing all the sales related activity of the company.
Handling a high volume of customer enquiries whilst providing a high quality of service to each caller.
Writing up accurate and grammatically correct sales correspondence.
Tracking sales orders to ensure that they are scheduled and sent out on time.
Effectively communicating with customers in a professional and friendly manner.
Ordering and ensuring the delivery of goods to customers.
Ensuring that office is clean and professional.
Carrying out administrative tasks such as data input, processing information, completing paperwork and filing documents.
Organising sales promotional campaigns.
Contacting potential customers to arrange appointments.
Speaking with customers using clear and professional language.
Resolving any sales related issues with customers.
Completing the administrative needs of the Sales Department.
Making follow-up calls to confirm sales orders or delivery dates.
Responding to sales queries via phone, e-mail and in writing.
Accurately analyzing and assessing statistical data.


Personality: Self-driven, results-oriented with a positive outlook, and a clear focus on high quality and business profit. A natural forward planner who critically assesses own performance. Mature, credible, and comfortable in dealing with senior big company executives. Reliable, tolerant, and determined. Empathic communicator, able to see things from the other person’s point of view. Well presented and businesslike. Sufficiently mobile and flexible to travel up to a few days a month within the Country. Keen for new experience, responsibility and accountability. Able to get on with others and be a team-player.
Specific Job Skills: Able to communicate and motivate via written media. Understands the principles of marketing, including market sector targeting, product offer development, features-benefits-solutions selling, cost per response, cost per conversion, etc. Appreciates need for consistency within company’s branding and marketing mix, especially PR and the Internet. Experience of managing marketing agency activities useful.
Computer skills: Must be adept in use of MS Office 2000 or later, particularly Excel and Word, and ideally Access or similar database to basic level, Internet and email.
Literacy and Numeracy: Able to understand profit and loss calculations and basic business finance, eg., gross margin percentages and calculations, depreciation, capital and revenue expenditure, cash-flow, overheads, etc. Must be a very competent writer of business letters, quotations and proposals.
Business and Selling Skills: Must be an excellent face-to-face and telephone communicator. Able to demonstrate success and experience managing major accounts customers and large contracts or even a business, particularly achieving genuine sales development. Ideal background would be in business support services; experience of washroom and contract cleaning industries would be particularly helpful. Experience of tenders would also be useful.
Management Ability: Though internal staff management is not initially part of the job, responsibility and opportunity could grow with the development of the business, for example the prospect of recruiting and managing support telesales staff. Some people-management skills, experience and natural ability will be useful.


To apply for this job please visit