Front Office Administrator Job in Nairobi, Kenya

Job Title: Front Office Administrator

Job Code: FOA/SN/150604
 
Number of Positions Open: 1

Reports To: Finance and Administration Manager 
 
Location: Nairobi, Kenya

Closing Date: Open Until Filled

Summary: Our client is an independent media specialists focusing on developing & providing world class media planning and buying services to various clients both local and international.

Job Purpose: Generally Front Office Administrator will be responsible for receiving visitors coming into the company and receiving them in a polite manner and always having a smile on their face. 

They should follow job etiquette and be presentable and be present at their desk at all times during working hours. They need to have complete knowledge of the company and its employees. 


The Front Office Administrator also needs to be professional while on any call and follow telephone etiquette. 

They will need to maintain a polite tone of voice and keep the length of the call as short as possible, monitor all calls, and direct the caller to the concerned employee. 

An organization gets hundreds of calls every day, so it is necessary for the Front Office Administrator to be very efficient in their work and make sure that every visitor fills the register and also has to keep track of all the people who visit the organization.

Primary Responsibilities:
  • Managing and monitoring the reception area at all times
  • Meet and greet all visitors to the company in a polite manner
  • Direct visitors to the meeting room or staff member’s office
  • Smooth running of office
  • Bookings for the office functions and travels plans
  • Bookings for international branch office personal accommodation and transport arrangements
  • Answer and direct incoming calls in a prompt, professional and a courteous manner
  • Receive packages , letters, etc. as required and stamping appropriately as received or paid
  • Update extension list, telephone speed dial lists – ensure they are distributed
  • Provide information and assistance to clients and customers
  • Answer inquires for the general public
  • Maintain and coordinate conference room bookings and schedules
  • There are some more duties of a Front Office Administrator such as setting appointments, faxing, maintaining something suspicious etc. The Front Office Administrator should be careful while collecting cash and maintain a record of how much money she has collected throughout the day and hand it in at the of the day
  • Planning for cocktail events for the office, handle birthdays for the staff and end of the year parties
Dispatching Cheques
  • Dispatching of the cheques ready to go out to clients and suppliers
  • Ensure all the cheques have remittance advice
Stationary
  • Handle office stationery and ensure it is fully stocked at all times
  • Liaise with finance on their purchase in charge of the office library
Dispatch parcels
  •  In charge of all outgoing/incoming documents and parcels both local and international
Other duties
  • Handle kitchen duties when need arises
Education and Experience:
  • Front office management certificate
  • Educational and experience requirements include high school diploma
  • Minimum 3 years’ experience in administrative and front office
Additional Attributes:
  • Client focused
  • Flexible team player
  • Planning and organizational skills
  • Technical knowledge/skills

How to Apply:

Interested candidates holding the necessary requirements, good performance and / or references are encouraged to apply with detailed CV’s, inclusive of names and contacts of 3 referees, current telephone number and email address by scrolling down and clicking on: Front Office Administrator

Kindly include your current and expected remuneration in your resume

Be advised, this job is open to Kenyan nationals only