Sales & Procurement Assistant

The Sales & Procurement Assistant is responsible for managing the procurement of goods and services while supporting business development, sales, and field operations. The role involves sourcing suppliers, negotiating pricing and commercial terms, preparing quotations, managing customer accounts, conducting client visits, identifying new business opportunities, and ensuring the timely acquisition and delivery of products and services.

The incumbent is expected to perform both office-based and field-based duties, including meeting with existing and prospective customers, visiting suppliers, conducting site inspections, following up on quotations and sales opportunities, and representing the company at customer locations. The Sales & Procurement Assistant serves as a critical link between customers, suppliers, and internal departments, ensuring operational efficiency, cost-effectiveness, business growth, and a high level of customer satisfaction.

• Certificate, Diploma, or Associate Degree in Business Administration, Procurement, Supply Chain Management, Sales, Marketing, or a related field.

• Minimum of 2 years’ experience in sales support, procurement, purchasing, customer service, or administrative roles.

• Strong organizational skills and attention to detail with the ability to manage multiple tasks and deadlines.

• Ability to work independently and as part of a team in a fast-paced environment.

• Proficient in Microsoft Office Suite (Excel, Word, Outlook) and familiarity with logistics and procurement software is a plus.

• Solid understanding of logistics and supply chain processes, including inventory management and shipping documentation.

• Experience handling cold storage, fresh fruits and vegetables, dry goods, and perishables would be an asset.

• Good communication skills, with the ability to negotiate and build relationships with clients and vendors.

• Strong analytical and problem-solving skills, with a proactive approach to resolving issues.

• Flexibility to work outside regular business hours if needed.

• A valid driver's license and vehicle is required.

Sales Responsibilities:

• Identify and develop new business opportunities to achieve sales targets.

• Build and maintain strong relationships with existing and prospective customers.

• Prepare and submit quotations, tenders, and proposals in response to customer requirements.

• Conduct follow-ups on quotations and sales opportunities.

• Provide customers with product information, pricing, and technical specifications as required.

• Monitor market trends and competitor activities to identify new business opportunities.

• Resolve customer concerns and ensure a high level of customer satisfaction.

• Prepare periodic sales reports and forecasts.

• Participate in sales meetings, customer visits, and business development initiatives.  

Procurement Responsibilities:

• Source products, materials, equipment, and services from local and international suppliers.

• Obtain and evaluate supplier quotations to ensure competitive pricing and quality.

• Prepare and manage Requests for Information (RFI), Requests for Quotations (RFQ), and Requests for Proposals (RFP).

• Negotiate pricing, delivery schedules, payment terms, and contractual agreements with suppliers.

• Prepare and issue Purchase Orders (POs) in accordance with company policies.

• Monitor supplier performance and maintain effective supplier relationships.

• Track purchase orders and ensure timely delivery of goods and services.

• Coordinate with logistics team, customs brokers, and suppliers where necessary.

• Resolve procurement-related issues, including shortages, discrepancies, and supplier claims.

Administrative Responsibilities:

• Maintain an approved supplier database and procurement records.

• Ensure all procurement activities comply with company policies and procedures.

• Support quality management initiatives and ISO compliance requirements.

• Maintain accurate procurement and sales documentation.

• Ensure ethical sourcing practices and adherence to applicable regulations.

• Maintain organized records of sales transactions, supplier contracts, and procurement documentation.

• Support the preparation of reports on procurement activities, cost savings, and sales performance.