Job Title: Office Administrator
Location: Nairobi CBD
Reports To: Directors
Ref No: TRH4708/16
Job Summary: Our client a company an IT that offers solutions for both software and hardware computer requirements is seeking to recruit a young aggressive individual who will be responsible for the co-ordination of office operations, procedures and resources to facilitate organizational effectiveness and efficiency.
Duties and Responsibilities
Customer Service
- Greet customers or other personnel of the firm by phone, in person, or through electronic media, including email
- Assess the needs of customers and provide information concerning the services, procedures, and guidelines of the firm
- Handle requests and transactions, or direct the matter or the directors
- Assist in resolving problems and complaint raised by unsatisfied customers
- Ensuring that the office is clean
Office support/filing
- File documents; develop and modify filing practices – this includes the usage of electronic in addition to paper records
- To order and/or purchase the necessary supplies required for the efficient running of the service.
- Maintaining a proper and functional filing system;
- Ensure office equipment is properly maintained and serviced
Mail and Correspondence
- Produce and distribute correspondence memos, letters, faxes and forms
- Assist in the preparation of regularly scheduled reports
- To type the minutes of meeting and file them for record purposes
- Answer and direct phone calls
- Maintain contact lists
Booking keeping
- Submit invoices to clients
- Reconcile invoices issued out against stocks issued
- Follow up with clients on payment modalities
- Paying suppliers, banking cash and cheque
- Preparing relevant source documents requirement by the accountant
Employee management
- Monitor employees attendance
- Ensure that the statutory deductions are remitted in good time
Person Specification:
Essential Education Qualifications and Attainments
- At least a Diploma in office administration/business administration or relevant field
- Admin/office work/IT/document production. Knowledge of Microsoft Word, Excel.
Essential Knowledge, Skills & Experience
- Attention to detail and high level of accuracy
- Knowledge of and skills in maintaining records/files
- Experience in IT industry is an added advantage
- Use of MS Excel is a must
- Good communication skills, both face to face and telephone
- Ability to work on own initiative and prioritize own work to meet agreed objectives
- Ability to work as part of a team
- Knowledge of operation of IT is an added advantage
- Excellent planning and organization skills
- Self-motivated demonstrating drive and enthusiasm
- Flexible, proactive and able to work under pressure
- Ability to apply discretion in sensitive issues, and maintain confidentiality at all times
Interested and qualified candidates should send their CVs and cover letter to angeline@therecruitmenthub.co.ke
Kindly remember to include the reference number in your application
Only shortlisted candidates will be contacted.