Office Representative / Front Desk

SCEPTO IMPORT PLC is looking for a professional, organized, and customer-oriented Office Representative / Front Desk & Sales Support Officer to join our growing team.

The successful candidate will be responsible for managing front-office activities, welcoming customers and visitors, handling office communications, and providing administrative and sales support to the Sales Team, including preparing preforma invoices and sales reports.

Key Responsibilities

A. Front Desk & Office Responsibilities

• Welcome and professionally assist customers, visitors, suppliers, and business partners.
• Receive and direct incoming telephone calls and inquiries.
• Provide appropriate information to customers and visitors.
• Manage the reception/front-desk area and maintain a professional office environment.
• Receive, record, and distribute incoming and outgoing documents and correspondence.
• Coordinate appointments, meetings, and visitor schedules.
• Maintain visitor and communication records.
• Handle routine customer inquiries through phone, email, and other communication channels.
• Support general office administration and documentation.
• Maintain confidentiality of Company information.

B. Sales Team Support

• Provide day-to-day administrative support to the Sales Team.
• Prepare proforma invoices based on approved sales quotations and customer requirements.
• Ensure proforma invoices contain accurate product descriptions, quantities, prices, discounts, taxes, and other required information.
• Coordinate with the Sales, Finance, Warehouse, and other relevant departments regarding sales documentation.
• Prepare and update daily, weekly, and monthly sales reports.
• Collect sales information from Sales Representatives and Sales Engineers and consolidate the data.
• Maintain accurate records of sales quotations, proforma invoices, customer orders, and sales transactions.
• Follow up on pending sales documents and customer requests.
• Assist the Sales Team in preparing customer-related documents.
• Monitor sales information and provide regular updates to the Sales Supervisor/Manager.
• Support the preparation of sales performance reports and summaries.
• Maintain an organized electronic and physical filing system for sales documents.
• Assist management in compiling sales data when required.

C. Customer Service

• Communicate professionally with customers and provide timely assistance.
• Receive customer requests and direct them to the appropriate Sales or Technical Team.
• Follow up on customer inquiries and ensure proper communication with responsible employees.
• Maintain positive relationships with customers and visitors.
• Handle customer information professionally and confidentially.

Required Skills and Competencies

• Excellent communication and interpersonal skills.
• Strong customer-service and communication abilities.
• Good knowledge of Microsoft Office, particularly Excel and Word.
• Good understanding of preparing Proforma Invoices.
• Strong Excel skills for preparing and organizing sales reports.
• Good numerical and analytical skills.
• Strong attention to detail and accuracy.
• Excellent organization and time-management skills.
• Ability to manage multiple tasks and meet deadlines.
• Professional appearance and positive attitude.
• Ability to work effectively with Sales, Finance, Warehouse, and other departments.
• Ability to work independently and as part of a team.
• Strong problem-solving and coordination skills.
• Good written and verbal English and Amharic communication skills.

Preferred Candidate

The ideal candidate should be:

• Professional, confident, and presentable.
• Friendly and customer-oriented.
• Responsible, punctual, and disciplined.
• Highly organized and detail-oriented.
• Comfortable working with sales figures and reports.
• Experienced in preparing invoices and sales documentation.
• Able to work under pressure.

Employment Type: Full-Time
Location: Addis Ababa, Ethiopia