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Office Administrator Job in Nairobi CBD

Job Title: Office Administrator
Location: Nairobi CBD
Reports To:Directors
Ref No: TRH4708/16

Job Summary: Our client a company an IT that offers solutions for both software and hardware  computer requirements  is seeking to recruit a young aggressive individual who will be responsible for the co-ordination of office operations, procedures and resources to facilitate organizational effectiveness and efficiency.

Duties and Responsibilities 
Customer Service
  • Greet customers or other personnel of the firm by phone, in person, or through electronic media, including email
  • Assess the needs of customers and provide information concerning the services, procedures, and guidelines of the firm
  • Handle requests and transactions, or direct the matter or the directors
  • Assist in resolving problems and complaint raised by unsatisfied customers
  • Ensuring that the office is clean
Office support/filing
  • File documents; develop and modify filing practices – this includes the usage of electronic in addition to paper records
  • To order and/or purchase the necessary supplies required for the efficient running of the service.
  • Maintaining a proper and functional filing system;
  • Ensure office equipment is properly maintained and serviced
Mail and Correspondence
  • Produce and distribute correspondence memos, letters, faxes and forms
  • Assist in the preparation of regularly scheduled reports
  • To type the minutes of meeting and file them for record purposes
  • Answer and direct phone calls
  • Maintain contact lists
Booking keeping
  • Submit invoices to clients
  • Reconcile invoices issued out against stocks issued
  • Follow up with clients on payment modalities
  • Paying suppliers, banking cash and cheque
  • Preparing relevant source documents requirement by the accountant
Employee management
  • Monitor employees attendance
  • Ensure that the statutory deductions are remitted in good time
Person Specification:  
Essential Education Qualifications and Attainments
  • At least a Diploma in office administration/business administration or relevant field
  • Admin/office work/IT/document production. Knowledge of Microsoft Word, Excel.
Essential Knowledge, Skills & Experience
  • Attention to detail and high level of accuracy
  • Knowledge of and skills in maintaining records/files
  • Experience in IT industry is an added advantage
  • Use of MS Excel is a must
  • Good communication skills, both face to face and telephone
  • Ability to work on own initiative and prioritize own work to meet agreed objectives
  • Ability to work as part of a team
  • Knowledge of operation of IT is an added advantage
  • Excellent planning and organization skills
  • Self-motivated demonstrating drive and enthusiasm
  • Flexible, proactive and able to work under pressure
  • Ability to apply discretion in sensitive issues, and maintain confidentiality at all times
Interested and qualified candidates should send their CVs and cover letter to

Kindly remember to include the reference number in your application

Only shortlisted candidates will be contacted.

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