Back Office & Customer Care Representative
2025-05-28T10:37:23+00:00
Flip Africa
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https://www.flipafrica.app/
FULL_TIME
Kampala
Kampala
00256
Uganda
Business Management and Administration
Customer Service
2025-06-07T17:00:00+00:00
Uganda
8
We are seeking a proactive and organized Back Office & Customer Care Representative to join our team. This role is crucial in ensuring seamless order processing, efficient route management, and excellent customer service. You will be responsible for coordinating order receiving from customers and the sales team, accurately recording orders, organizing them into routes, and overseeing invoicing and the printing of dispatch and route documents.
Expected Targets/Deliverables:
- Order Printing and Logging: Accurately print and log orders, following up with the sales team as per the tracking form and distribution plan. Efficiently manage emails related to orders, specifically filtering out LPOs not to be invoiced for the second time.
- 2. Freezer Management: Prepare freezer requisitions for freezers required by the sales team and ensure timely follow-up with the Finance & Admin Officer to reach Uganda.
3. Route Processing: Plan and process routes for local deliveries (Kampala & Upcountry). Generate and print route lists and supporting loading sheets.
4. Oversee Walk-in and Function Clients: Ensure customers make payment upfront for order fulfillment. Handle function orders with emphasis on accuracy in order specification for invoicing and timely delivery.
5. Reporting and Filing: Compile a list of outlets that missed certain products due to stockouts. Follow up on stock availability with the Warehouse Supervisor. Maintain accurate filing of invoices, route plans, loading sheets, sales return forms, and freezer collection forms.
Key Performance Indicators:
Zero errors in orders processing.
Complete allocated order and samples processing within set timelines.
Fast service for walk-in clients.
Ensure zero omission of orders received from sales reps, functions, and emails.
Ensure vetted orders have been handed to the Invoicing Team within the agreed timelines.
Invoicing team of stock out items, orders not invoiced due to blocked accounts and orders not delivered due to assorted reasons.
Availability of an updated customer database at all times. Qualifications:
Degree in Business Administration, Procurement, or a related field.
At least one year of experience in customer service.
Proficiency in MS Office packages.
Effective verbal and written communication skills.
High speed and accuracy in data input.
Order Printing and Logging: Accurately print and log orders, following up with the sales team as per the tracking form and distribution plan. Efficiently manage emails related to orders, specifically filtering out LPOs not to be invoiced for the second time.
2. Freezer Management: Prepare freezer requisitions for freezers required by the sales team and ensure timely follow-up with the Finance & Admin Officer to reach Uganda.
3. Route Processing: Plan and process routes for local deliveries (Kampala & Upcountry). Generate and print route lists and supporting loading sheets.
4. Oversee Walk-in and Function Clients: Ensure customers make payment upfront for order fulfillment. Handle function orders with emphasis on accuracy in order specification for invoicing and timely delivery.
5. Reporting and Filing: Compile a list of outlets that missed certain products due to stockouts. Follow up on stock availability with the Warehouse Supervisor. Maintain accurate filing of invoices, route plans, loading sheets, sales return forms, and freezer collection forms.
Degree in Business Administration, Procurement, or a related field.
At least one year of experience in customer service.
Proficiency in MS Office packages.
Effective verbal and written communication skills.
High speed and accuracy in data input.
JOB-6836e763bcbaa
Vacancy title:
Back Office & Customer Care Representative
[Type: FULL_TIME, Industry: Business Management and Administration, Category: Customer Service]
Jobs at:
Flip Africa
Deadline of this Job:
Saturday, June 7 2025
Duty Station:
Kampala | Kampala | Uganda
Summary
Date Posted: Wednesday, May 28 2025, Base Salary: Not Disclosed
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JOB DETAILS:
We are seeking a proactive and organized Back Office & Customer Care Representative to join our team. This role is crucial in ensuring seamless order processing, efficient route management, and excellent customer service. You will be responsible for coordinating order receiving from customers and the sales team, accurately recording orders, organizing them into routes, and overseeing invoicing and the printing of dispatch and route documents.
Expected Targets/Deliverables:
- Order Printing and Logging: Accurately print and log orders, following up with the sales team as per the tracking form and distribution plan. Efficiently manage emails related to orders, specifically filtering out LPOs not to be invoiced for the second time.
- 2. Freezer Management: Prepare freezer requisitions for freezers required by the sales team and ensure timely follow-up with the Finance & Admin Officer to reach Uganda.
3. Route Processing: Plan and process routes for local deliveries (Kampala & Upcountry). Generate and print route lists and supporting loading sheets.
4. Oversee Walk-in and Function Clients: Ensure customers make payment upfront for order fulfillment. Handle function orders with emphasis on accuracy in order specification for invoicing and timely delivery.
5. Reporting and Filing: Compile a list of outlets that missed certain products due to stockouts. Follow up on stock availability with the Warehouse Supervisor. Maintain accurate filing of invoices, route plans, loading sheets, sales return forms, and freezer collection forms.
Key Performance Indicators:
Zero errors in orders processing.
Complete allocated order and samples processing within set timelines.
Fast service for walk-in clients.
Ensure zero omission of orders received from sales reps, functions, and emails.
Ensure vetted orders have been handed to the Invoicing Team within the agreed timelines.
Invoicing team of stock out items, orders not invoiced due to blocked accounts and orders not delivered due to assorted reasons.
Availability of an updated customer database at all times. Qualifications:
Degree in Business Administration, Procurement, or a related field.
At least one year of experience in customer service.
Proficiency in MS Office packages.
Effective verbal and written communication skills.
High speed and accuracy in data input.
Work Hours: 8
Experience in Months: 12
Level of Education: bachelor degree
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