Customer Service & Back-Office Assistant

  • Post Date : March 2, 2024
  • Apply Before : March 6, 2024

Job Detail

  • Job ID 20315
  • Experience 2 Years
  • Qualifications Bachelor\'s Degree

Job Description

Job Title: Customer Service & Back-Office Assistant

Location: Kampala


1. Orders:

  • Print and log orders received.
  • Follow up on orders with the sales team using the tracking form and distribution plan.
  • Manage emails related to orders.
  • Vet orders based on guidelines provided by the sales team, filtering duplicate invoices.
  • Coordinate vehicle logistics for both branch and HQ trucks for loading dates.

2. Freezer Management:

  • Prepare freezer requisitions for freezers required by the sales team.
  • Follow up with the Finance & Admin Officer to ensure timely delivery of freezers to Uganda.

3. Route Processing:

  • Plan routes for local deliveries in Kampala.
  • Generate and print route lists and supporting loading sheets.
  • File route documents and credit notes.

4. Customer Service Management:

  • Oversee walk-in and function clients.
  • Attend to walk-in customers, ensuring order processing is completed.
  • Ensure customers make payment ahead of order fulfillment.
  • Handle function orders, emphasizing accuracy in order specification for invoice processing and timely delivery.
  • Maintain an up-to-date database of customer contacts.
  • Print and log orders received through email and phone.
  • Call office customers for order replenishment.
  • Achieve seamless and timely deliveries through proper route planning.
  • Collaborate with the DE, Sales, and Route Planning teams to ensure undelivered goods are scheduled for subsequent deliveries.
  • Prepare the previous day’s incidents/occurrences report.
  • Attach returns notifications to invoices of their respective outlets.
  • Assist in confirming LPO details against their invoices.

4. Reporting and Filing:

  • Compile a list of outlets that missed certain products due to stockouts.
  • Follow up on stock availability with the office administrator.
  • Coordinate account unblocking with the credit department at the head office.
  • File invoices, route plans, loading sheets, sales return forms, and freezer collection forms.


  1. Key Competencies:
    • Strong technical skills.
    • Effective verbal and written communication skills.
    • High speed and accuracy in data input.
  2. Academic / Professional Background:
    • Degree in business management or customer service.
    • Proficiency in MS Office packages.
  3. Work Experience:
    • At least one year’s experience in customer service.
  4. Leadership Experience:
    • None.
  5. Decision-Making Authority:
    • Ability to set priorities, identify, and address problems.

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