Office Admin

Key roles and Responsibilities

• Document Management: Handle incoming and outgoing documents, maintaining proper storage, retrieval, and distribution.
• Administrative Support: Assist other office staff by performing general clerical tasks such as filing, photocopying, and sending emails.
• Answer Calls and Queries: Act as a first point of contact for external queries, routing calls to the appropriate departments.
• Schedule Management: Assist in planning and scheduling meetings, appointments, and travel arrangements for executives or managers.
• Office Supplies: Monitor inventory levels of office supplies and place orders when necessary.
• Data Entry: Accurately input data into company systems, including customer details, sales figures, or other key metrics.
• Financial Tasks: Assist with invoicing, processing expenses, and bookkeeping.
• Internal Communication: Serve as a central point for internal communications, distributing memos, updating bulletin boards, and relaying messages.
• Customer Service: Interact with clients or customers through phone, email, or face-to-face to provide information and support.
• Prepare Reports: Assist in creating reports by gathering data and preparing basic presentations.
• Mail Handling: Receive, sort, and distribute incoming mail and manage outgoing mail, including packages.
• Technical Support: Offer first-level technical support for office equipment like printers, projectors, and video conferencing systems.
• Event Coordination: Plan and organize company events or meetings, from logistics to catering.
• Clerical Experience: Prior work in an administrative setting dealing with filing, data entry, and scheduling tasks.
• Customer Service: Experience dealing with customer inquiries and complaints in person and/or through digital channels.
• Technical Tools: Familiarity with office equipment such as laptops, photocopiers, and projectors.
• Financial Tasks: Basic understanding of financial processes, including invoicing and expense management.
• Inventory Management: Experience with tracking office supplies and reordering when necessary.

Requirements

Required Skills and Qualifications

• Microsoft Office Proficiency: High-level skills in Microsoft Word, Excel, PowerPoint, and Outlook.
• Data Entry Skills: Quick and accurate typing, familiar with data entry software.
• Bookkeeping: Basic understanding of bookkeeping software like QuickBooks.
• Technical Acumen: Ability to troubleshoot minor technical issues with office equipment.
• Procurement skills: Purchasing and supplies, record keeping
• Driving: High-level navigation skills within Nairobi area and Nairobi CBD.
• Communication Skills: Proficiency in communicating clearly both verbally and in writing.
• Organizational Skills: Ability to manage multiple tasks efficiently.
• Attention to Detail: High level of accuracy when performing tasks like data entry, proofreading, and financial record-keeping.
• Problem-Solving: Capacity to independently resolve issues that may arise during daily operations.