Office Administrator at Clovers Management & Training Consultants Ltd

A Kenyan start-up Business Advisory and Integrated Marketing Communication Agency seeks to recruit an Office Administrator, to collaboratively work with teams to grow the business

The Role

The Office Administrator is responsible in providing support in the general office operations, management and coordination to ensure efficiencies across all facets of the business.

Skills /Competencies

• 3-5 years of full-time experience in Office Administration working in a busy organisation.
• Accounting and management skills – (critical skill for this role)
• Good written and verbal communication skills
• Excellent organizational skills
• Ability to prioritize and multi-task in a dynamic, creative and fast-paced environment
• Ability to work well with others and independently as needed
• Ability to cope with pressure and work with tight deadlines.
• Positive attitude with a proactive approach
• Undergraduate Degree or Diploma in Administration or Finance & Accounting from recognized and accredited college.

ROLES & RESPONSIBILITIES

• Support in operations management of the offices including booking appointments and weekly meetings, workflow and office deadlines, manage telephone calls, emails, and all correspondences as directed.
• Inquiries: handle client, suppliers and other stakeholders’ queries and information requirements, prepare, seek relevant approvals, dispatch and make follow-ups on all documentation required by management or client with speed and accuracy
• Coordinate office meetings and execute minutes for all executive weekly business meetings (WBM) and others whenever required.
• Arrange and organize events related to the executive offices – Liaise with relevant individuals, suppliers and participants (pitches, conferences, international online and physical meetings)
• Maintain a comprehensive filing system for the greater organization – classified and organized
• Co-ordinate CEO’s travel both local and international in conjunction with in-house travel procedures and contacts
• Manage the office petty cash system and claims as well as the office expenditures, general bookkeeping, invoicing and payments in conjunction with the finance and accounts teams.
• Business and Procurement Processes: Supporting in tenders, proposals & pre- qualifications alongside the strategy team
• Provide supervisory role – to the entire administrations staff – including office assistant, drivers etc.
• Support in HR Management – Maintaining leave sheets and records for team members in coordination with the Finance and CEO’s office.
• Office Operations – Ensuring smooth operations of the office and order is always maintained including – cleaning, decorum, monitoring attendance and reporting times. Maintain office machines, furniture and fittings and coordinate timely repair works whenever required
• Control of information within and outside the organization