Administrative Assistant

Brief Description

Administrative Assistant is a key role at the sales office, in managing office operations. Responsible for providing administrative, documentation and record management support to the General Manager and ensure efficient operations in the Nairobi, Kisumu and Eldoretsales offices.

Detailed Description

Administrative coordination function for Kenya & North Africa and East & Central Africa regions.
Receive guests and deliveries to Kenya Sales to ensure effective customer service.
Ensure compliance to all relevant policies, processes and procedures is achieved so that work is carried out in a controlled and consistent manner.
Liaise with Landlords for service delivery and stipulated standards.
Ensure compliance with county licences.
Coordination of mail and promotional material between market, head office and international stations
Assist in the preparation of regularly scheduled reports.
Maintaining up to date and accurate administrative records.
Support KQ Sales to supervise service providers at the Retail Shops including Facility providers, security, cleaning, catering, IT and documentation to ensure operations run effectively.
Monitor utilization of stationery and printing materials to ensure adequate stocks are maintained and accounted for.
Ensure preservation and appropriate storage of records by organizing the records and developing a classification system that allows easy access to training records/documents.
Facilitate the documentation retention and disposal schedule and ensure it is communicated and adhered to.
Update and manage the Sales Training Compliance matrix.
Ensure requisition and distribution of all required operational documentation as stipulated in the Corporate Documentation Policy.
Support health and safety activities as per company policy. Ensure SHE Audits are conducted and ensure follow-up on closure of findings.
Develop, coordinate, and update all administrative systems to make that duties are completed accurately, are of high quality and delivered in a timely manner.
Ensure all developed office procedures are maintained.
Organize and schedule meetings and appointments as appropriate.
Prepare, compile and dispatch reports, documents, correspondence, and presentations to meet business needs.

Job Requirements

Diploma in Secretarial/Business Studies or Certificate in Information Science
Minimum 3 years’ experience as an Administrative Assistant or related area in a large service organization.
IT literacy/ Computer Literate and Proficient in MS Office
Excellent organizational, interpersonal and communication skills.
Knowledge of office management systems and procedures
Records Management Training
Working knowledge of ERP and LMS
Excellent written and verbal communication skills
Excellent time management skills
Ability to multi-task and prioritize work

Additional Details