Front Office / Admin Assistant Job in Kenya

Position: Front Office / Admin Assistant

Department: Finance & Admin

Reports To: Finance and Admin Manager

Nature and Scope of the Position 

The position reports to the Finance Manager.

Duties

·                     Answering and directing calls

·                     Managing stationery and office supplies

·                     Recording spares/consumables dispatched

·                     Following up on unsigned cheques to ensure they are signed

·                     Dispatching and recording all the signed cheques in a black book

·                     Call the suppliers whenever their cheques are ready for collection.

·                     Coordinating interviewees during interviews

·                     Keeping records of one for one spares returned

·                     Daily updating of goods dispatched update & sending a weekly report to the logistics manager.

·                     Reporting unsuccessful /pending deliveries to the logistics manager with an explanation.

·                     Make sure that all deliveries are done on time.

·                     Assisting the sales people in the tendering process, e.g. Making sure that the bid purchase forms are well signed, following up with finance to purchase the tenders on time.

·                     Directing quests and customers to the respective people.

·                     Assisting CRM and service departments to make calls during business events.

·                     Reporting telephone breakdown to Telkom and following up for reconnections

·                     Following up on cabinet repairs, bulbs, and any other furniture

·                     Making sure the office is clean.

·                     Receiving and directing visitors to the respective places

·                     Any other duty as assigned

Job Specification

Qualifications 

Academic

·                     Diploma in business Administration/ front office

·                     Professional qualification will be an added advantage

Experience

·                     2 years in Front office/ admin

Work related skills 

·                     Good organizational skills

·                     Aggressive and Result Oriented

·                     Ability to handle pressure.

·                     Able to work independently with minimal or no supervision

Personal attributes 

·                     Trustworthy

·                     Great team player with passion for results

·                     Strong interpersonal skills

·                     Strong customer relation skills

·                     Pro-active towards work

Complexity and difficulty of the work

A demanding job that requires high level of accuracy and integrity

Successful performance standards

·                     projects a customer orientation – is customer focused

·                     assumes ownership and responsibility for the needs of the customer

·                     makes effective decisions, balancing organizational needs and customer needs

This job description is meant to be only a representative summary of the duties and responsibilities performed by the jobholder.

The jobholder may be requested to perform job-related tasks other than those stated in this description.

The jobholder is expected to perform in a manner consistent with the values and philosophy of “XRX Technologies Limited”

The applications should be sent to careers@xrxtechnologies.co.ke.

Closing date is 20th January 2012

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