Job Identification
Office Administrator
Section(s): Kampala
Reports to: Human Resources manager
Manages: N/A
- Responsible for day to day running the branch office
- Support the whole administration department in secretarial services relating the branches
Job Dimensions
Admin Department
Role
Internal:
Liaise with all staff members at the head office and at the branch level
External: Maintain
contact with internal and external customers at branch level
Key Result Areas
- Initially identify sales/service leads that will be source of branch revenue
- Screening telephone calls, enquiries and requests and escalate all the calls to the relevant action point
- Will be involved in all the statutory requirements in the office operations (VAT returns, NSSF, PAYE,etc.)
- Preparing branch quotations with the aid of the departmental managers satisfactorily.
- Preparing job cards for field jobs by technicians.
- Preparation of daily reports which include and not limited to sales and service, manpower utilization, customer complaints and debtors status
- Collection of customer debts from customers
- Ensure proper filing of all the company documentation including invoices, memos, quotes, orders, deliveries etc.
- Work hand in hand with the technical team in the work planning and logistical organization
- Attend to walk in customers including completing sales and enacting proper documentation
- Ensure controls in the office including and not limited to office stationery, telephone, other office machines, workshop consumables etc.
- Will periodically highlight customer visits and later review results in a report format
- Will be responsible for implementing an effective inventory control by working hand in hand with the Inventory manager advising on the quantities of spares to stock based on sales.
- Raise required documentation for delivery to customers and organize for shipment of completed items and /or equipment to clients
- Will be required to own and meet the budgetary requirements of the branch
- Will follow up on the customers feedback from previous jobs accomplished in view of acquiring more jobs
- Other assignments that may be assigned to you by your managers.
- Meeting and greeting visitors at all level
- Handling Branch petty cash
- Handling all documents relating to the branch and sending them to head office
- Recording all employees reporting and leaving time and sending it to head office on a daily basis.
- Run Errands
Communications And Relationships
All staff members.
Competencies & Personal Attributes
- Excellent interpersonal skills
- Analytical and problem solving skills
- Effective verbal ,listening and writing skills
- Very effective organizational skills
- Ability to make decisions
- Be flexible and responsible
- Honest and Trustworthy
- Should be in a position to multi task in the day to day operatipns.
Qualifications, Knowledge and
Experience
Expertise: Academic
qualification/s
Minimum requirement: Degree/Higher Diploma in Business
Management
Expertise: Relevant professional
qualification
Minimum requirement: Secretarial course/customer service
Expertise: Good working knowledge
of
Minimum requirement: A busy environment
Expertise: Relevant experience
Minimum requirement: 2 years’ experience
Expertise: General computer
skills
Minimum requirement: MS office applications
Expertise: Specialised software
training
Minimum requirement: N/A
Email CV to
recruitment@odumont.com with
“Office Admin- Uganda” in the subject line.