NFT Consult Office Administrator Jobs in Kenya

NFT Consult Office Administrator Jobs in Kenya

Educational Qualification

  • Certificate in Business Management

    Work Experience

  • 3 years’ experience within a similar role.

    Key Competencies

  • Excellent telephone manner & customer service skills.

  • Good communication skill, both written and verbal.

  • Good organization and planning skill.

  • Fluent computer skills (word / excel / outlook).

  • Ability to prioritize & work under pressure to meet deadlines.

  • Ability to use own initiative, proactive and problem solver.

  • Positive attitude, active and flexible with fun personality.

    Job Responsibilities

  • Enhance organization effectiveness by providing personal administrative support to management and act as the first point of contact with people;

    Job Duties

    Reception Duties:

  • Be first point of contact for any queries and screening incoming calls, courteously redirecting / transferring call to respective members and taking messages in polite, friendly and efficient manner;

  • Ensure all visitors, suppliers and customers are promptly attend and demonstrate high level of customer service with efficient reception experience by achieving positive outcomes in a timely and efficient manner.

  • Attend to visitors, deal with inquiries, organizing meeting rooms, keeping front office area clean, neat, tidy and welcoming by complying procedures, rules, and regulations

  • Welcomes visitors by greeting them in person at front office and answering or directing them to respective members.

  • Manage kitchen related activities;

  • Perform general administrative duties such as liaise with external agencies, control correspondence, typing, scanning, photocopying, filing and business travel arrangement;

  • Rapport with customers, managers and employees by setting priorities, counselling and resolve issues in terms product / service delays, customer complaints and employee misconduct in courteously and efficient manner;

  • Plan, organize and manage the work of subordinate to ensure that staff members comply with administrative policies and procedures, safety rules, and government regulations;

  • Ensure safe / secure working environment and maintain confidentiality of information, data and correspondence;

  • Manage security issues and ensure premises are well secured by adhering company procedures; monitoring logbook and signing / stamping visitor gate pass;

  • Custodian of company’s original documents displayed on front office in compliance to regulatory legislation such as certificate of incorporation, PIN / VAT certificate, permits, licenses etc.;

  • Administer employees (Personal Protective Equipment) PPE usage and record keeping
    Administer WIBA Register for staff.

  • Administer first aid kit and timely purchase of items / medicines as per OSHO or DOSH / requirements under regulation by law.

  • Administer suggestion box in regards to staff complaints and compliments.

  • Administer housekeeping and organize responsibilities for cleanliness, maintenance, aesthetic upkeep of all the offices within the compound area and all its surroundings within the perimeter walls.

  • Organize timely fumigation services, two times in a year with the advice from HOD.

  • Tracking of vehicles and motorbike have to be
    as per the day schedule list.

  • Issuing of gate pass to company vehicles and staff upon approval from the directors.

  • Issue mileage books to drivers while leaving the office and sending the daily mileage report to accounts department.

  • Co-ordination of goods dispatched from head office to sites and vice versa by doing an official email communication to the sites manager and store managers and respective directors.

  • Additional of duties may be/will be allocated on time to time basis.

  • Verify monthly utility documentation with ISG actual consumption report to avoid estimated bills such as electricity, water, telephone, mobile phone, internet, director’s credit card prior to posting in tally accounting system and disbursements upon authorization to avoid stoppage of facility at any given time.

  • Ensure timely renewal of annual business licenses and certification such as property rent, rates and railway (where applicable) , Vehicle inspection & speed governor, single business permit, fire prevention certificate, food & hygiene regulation certificate, registration of workplace, telecommunication contractor, pest control, NEMA certification, EPZ Enterprise, radiation, VAT exemption and developers certification, standardization mark for wood poles & fencing poles, Diamond mark of quality for wood poles & fencing poles, post box and national council of NGO’s certification to avoid penalties and interruption to business.

  • Detecting and preventing financial fraud related to business licenses, permits and utility activities.

  • Maintain proper communications within ISG to ensure compliance to corporate governance principles, policies and procedures;

  • Keep good reporting channel, and avoid over communication.

    Group Administration Duties:

  • Utility administration.

  • Motor vehicle tracking.

  • Business Licenses management.

  • Annual Maintenance Contract renewal.

  • Security service provider companies management.

  • Motor vehicle inspection administration.

  • Property rent, rates and railways administration.

  • Vehicle and motor bike tracking.

  • Sites parcels dispatch co-ordination.

    Key Performance Area

  • Ensure telephone calls are responded within 3 rings at all times and directed to the right officer/ office.

  • Submit vehicle-tracking report by 12 noon daily to the line manager.

  • No business interruption due to utility breakdown.

  • Vehicle are not stranded in absence of vehicle inspection.

  • Maintain professionalism, cleanliness and tidiness at reception desk.

  • PPE usage and record are up-to-date at all time.

    How to Apply

  • For more information and job application details, see; NFT Consult Office Administrator Jobs in Kenya

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