SALES AND ADMINISTRATION OFFICER

Job description

JOB DESCRIPTION: SALES AND ADMINISTRATION OFFICER

Company: Taskkey Limited

Job Title: Sales and Administration Officer

Department: Sales and Administration

Reports To: Operations Manager

Location: Lusaka, Zambia

Employment Type: Contract-Full Time

1. Job Purpose

The Sales and Administration Officer will be responsible for generating new business opportunities, securing cleaning and related service contracts, maintaining client relationships, and coordinating the company’s daily administrative activities. The successful candidate will contribute to business growth while ensuring efficient record-keeping, professional communication, and smooth office operations.

2. Key Responsibilities

A. Sales and Business Development

1. Identify and approach potential clients, including offices, commercial buildings, residential properties, and institutions.
2. Market the company’s cleaning, gardening, landscaping, fumigation, pest control, and related services.
3. Generate leads through telephone calls, emails, physical visits, referrals, and other marketing channels.
4. Prepare quotations, proposals, company profiles, and other sales documents.
5. Follow up on quotations and prospective clients to convert leads into service contracts.
6. Build and maintain strong relationships with existing and prospective clients.
7. Negotiate service requirements and pricing within the company’s approved limits.
8. Maintain an updated database of prospective clients, sales leads, quotations, and secured contracts.

B. Administration and Office Management

1. Handle incoming calls, emails, enquiries, and general correspondence professionally.
2. Prepare, organise, and maintain company documents, contracts, invoices, quotations, and client records.
3. Assist with invoicing, payment follow-ups, and maintaining accurate sales and administrative records.
4. Coordinate appointments, meetings, client visits, and other business activities.
5. Monitor office supplies and assist with procurement and stock record-keeping.
6. Support the preparation of reports, tenders, business proposals, and other company documents.
7. Maintain an organised filing system for physical and electronic records.
8. Assist management with other administrative duties necessary for the smooth running of the business.

C. Client Service and Reporting

1. Follow up with clients to assess satisfaction and identify opportunities for additional services.
2. Receive and communicate client complaints or feedback to management for appropriate action.
3. Prepare regular reports on sales activities, new leads, client visits, quotations, and contracts secured.
4. Monitor upcoming contract renewals and follow up with clients before expiry.
5. Represent the company professionally in all client interactions and marketing activities.

3. Qualifications and Requirements

• Grade 12 School Certificate.
• Diploma or degree in Sales and Marketing, Business Administration, Marketing, or a related field.
• Previous experience in sales, marketing, customer service, or office administration.
• Good written and verbal communication skills.
• Computer literacy, particularly Microsoft Word, Excel, email, and general office applications.
• Strong negotiation, persuasion, organisation, and time-management skills.
• Ability to work independently, meet targets, and maintain accurate records.
• Professional conduct, honesty, initiative, and a results-oriented attitude.
• A valid driver’s licence and ability to travel for client visits would be an advantage.

4. Performance Expectations

The Sales and Administration Officer will be assessed based on:

• Number and quality of new business leads generated.
• Number of client visits and follow-ups completed.
• Quotations submitted and contracts successfully secured.
• Growth in the company’s customer base and service revenue.
• Timely preparation of reports and maintenance of administrative records.
• Quality of client service and effectiveness in handling enquiries.
• Accuracy, organisation, and efficiency in administrative duties.

Specific sales targets and performance indicators will be communicated by management.

5. Personal Attributes

The ideal candidate must be proactive, persuasive, disciplined, organised, dependable, and comfortable approaching new clients. The candidate must demonstrate initiative, maintain confidentiality, and balance sales responsibilities with administrative duties.

6. General Conditions

The officer shall perform duties in accordance with the company’s policies, procedures, and management instructions. Management may assign additional reasonable duties related to the position and the operational needs of Taskkey Cleaners Limited.