Job Scope; Communication & Data Management; Projects Administration; Office Operations & Support
KEY RESPONSIBILITIES:
Managing incoming correspondences – phone calls, letters and emails.
Direct all emails to the respective department/ person and follow up to provide feedback on all enquiries
Provide customers and visitors with information on the company’s services.
Act as a first point of contact by representing the company in a positive manner by effective manning of the reception
Act as liaison between departments to facilitate communication at the executive level.
Planning, organizing and attending meetings and ensuring the Directors are well prepared for meetings.
Ensuring that all documentation for meetings is prepared.
Record and circulate minutes of meetings.
Organizing and maintaining diaries and making appointments.
Ensure a proper paper and electronic filing systems which allows for easy retrieval across the business.
Support in New Customer acquisition and identification of market opportunity through looking through newspapers/ tender sites to identify opportunities for bidding
Opening and maintaining customer files.
Track all projects work tools – keep an inventory of all tools issues and their condition and ensure they are returned Management of the store including issuance of equipment and personal gear and ensuring that proper quantities are maintained
Submit daily, weekly and monthly reports - action tracker, stock movement, tools, Rfm-tracker, pre-mobilization reports and minutes.
Reporting
Updating management reports on sales and prospects.
Producing documents, briefing papers, reports and presentations.
Updating the projects tracker.
Office Operations & Support
Maintain inventory of office supplies including stationery, tea supplies and cleaning materials
Manage travel and logistics details for staff Including daily errands
Project Implementation and Co-ordination
Provide onsite administrative support to project management.
Update the daily tracker and generate accurate and timely reports on a daily basis
Track all customer requests and ensure that they are responded to and closed
Project Planning
Follow up to ensure that all necessary permits and licenses are obtained.
PERSON SPECIFICATION:
Must be proactive and a team player.
Must possess a high level of Integrity and commitment to the company.
Should Possess excellent communications and time management skills
Should possess good problem solving and reasoning skills
QUALIFICATIONS:
Diploma in Office Administration or Business related studies.
A minimum of 6 years work experience in a similar position from a reputable organization.
Should be computer savvy
Our client in the construction and renovations sector is looking to recruit an Administrative Officer
