Job Role
- The Counter Sales Assistant plays a frontline role in supporting walk-in retail customers within the Auto Spares Division. The role is responsible for providing accurate product advice, generating quotations, processing sales orders, collecting payments, and ensuring that all transactions are captured accurately in Odoo. The position is critical in ensuring customer satisfaction, conversion of quotations to sales, and accountability of stock and payments in a high-traffic retail environment.
PURPOSE OF THE ROLE
- Deliver prompt, professional service to all walk-in customers.
- Increase sales by converting quotations into confirmed orders.
- Ensure accurate quotations, orders and invoices in Odoo.
- Maintain payment integrity and stock accountability.
- Reduce customer wait time from entry to invoice completion.
- Support management with data on sales trends and customer feedback.
DUTIES AND RESPONSIBILITIES
Customer Engagement & Sales Conversion
- Welcome, greet and assist all walk-in customers promptly and professionally.
- Assess customer needs and recommend appropriate auto parts (Isuzu and general market).
- Follow up on issued quotations to convert them into confirmed sales.
- Upsell and cross-sell parts and accessories.
- Maintain service discipline to reduce customer wait time.
Quotations, Orders & Invoicing
- Generate accurate quotations, sales orders and invoices in Odoo, aligned with approved pricing structures.
- Verify product codes, quantities and prices before issuing documentation.
- Ensure zero errors in invoicing and timely handover of documents to customers and finance.
- Track quotation-to-sales conversion ratios and report variances.
Stock Coordination & Order Fulfillment
- Check real-time stock availability in Odoo before issuing quotations.
- Coordinate with the stores team for quick picking, dispatch and delivery of parts.
- Return unsold stock to the store daily and ensure Odoo records are updated.
- Flag frequently requested but unavailable parts to procurement.
Payments & Cash Handling
- Collect payments via cash and M-PESA and record transactions in Odoo.
- Prepare a daily handover log for all payments (cash/cheque) to the cashier.
- Reconcile daily sales records and escalate discrepancies immediately.
- Ensure zero uncollected or unreconciled payments at the end of each day.
Returns, Loss Prevention & Reporting
- Process product returns, exchanges and warranty claims in line with company policy.
- Capture lost-sales reasons in Odoo (e.g. stockouts, high pricing).
- Report trends, customer feedback and buying patterns to management.
- Participate in monthly sales and performance reviews.
Qualification
- Diploma or Degree in Sales & Marketing, Business, Automotive Engineering, or a related field.
- Minimum 1–2 years’ experience in retail counter sales, preferably in auto spares or hardware.
- Knowledge of Isuzu parts and the general auto spares market.
- Proficiency in Odoo or a similar ERP/POS system.
- Accuracy, attention to detail, and ability to work in a fast-paced retail environment.
COMPETENCIES
- Strong customer service skills
- Good interpersonal and communication skills
- Accuracy in order processing and invoicing
- Integrity and accountability
- Teamwork and collaboration
- Ability to multitask in a busy retail environment
- Service discipline
- Fast turnaround in sales processing
- Attention to detail
