Management Assistant at Atlas Copco

Management Assistant at Atlas Copco – Atlas Copco Kenya Job Details

The Role:

• Handle incoming and outgoing correspondences for the General Manager, spread information from Group to company and mail distribution from the company email to the intended recipients.
• Responsible to support travel arrangements for all employees, including visa applications, tickets booking, hotel reservations, overseas travel insurance, taxi administration, fuel cards etc.
• Coordinate programs for visitors and make travel and hotel arrangements for Group visitors.
• Support Insurance policy management in relation to claim processing, application for new insurance covers and annual valuation processes.
• Provide administration services to expatriates (e.g. work permit, dependant passes, driving licences, housing, child education, etc.)
• Carrying out HR Administrative tasks such as drafting memos, assisting on onboarding new staff by creating an Induction schedule and coordination of the same, assisting exiting staff on the clearance process, assisting in the recruitment process by organizing for interviews, etc.
• Organize and maintain a filing system for documentation handled.
• Administrative support to the members of the Management Team or any other staff as required; e.g. assist in arrangements for meetings, seminars, training, end of year party, team building and other company events, custodian of company keys and vital documents safe box keys.
• Ensure good housekeeping at the workplace (supervising of cleaning staff and kitchen staff).
• Assist in sourcing and procurement of items required in the kitchen and cleaning materials and monitoring stocks to ensure efficient use.
• Report all accidents/incidences to the supervisors.
• Ensure own safety and that of others.
• Observe all Safety, Health, and Environment requirements in your day-to-day activities.
• Offer support to the General Manager office.
• Act as the point of contact for the GM’s office and other external partners
• Manage information flow in a timely and accurate manner
• Manage the GM’s calendars and support to set up meetings
• Support the GM to prepare and submit expense claims through concur
• Act as an office manager by keeping up with office supply inventory
• Format information for internal and external communication – memos, emails, presentations, reports
• Act as the CRM sales admin back up supporting with leads capture, system administration and reporting of leads status to the organisation.
• Any other duties as may be assigned by the manager.

To succeed, you will need

• University degree in a Business related course
• 2 years experience in Office Administration
• Excellent interpersonal, communication and presentation skills
• Good organization and teamwork abilities
• Good command of written and spoken English
• Ability to build strong and effective working relationships with stakeholders
• Excellent time management skill
• Strong planning, organizational skills and ability to think on their feet
• Innovative in nature and able to take initiatives
• Ability to handle multiple assignments and pressure
• Must be self-driven
• Ablity to maintain confidentiality with sensitive information, where discretion is a must