Administration
Assistant
The Administration Assistant’s responsibilities will include the following:
The Administration Assistant’s responsibilities will include the following:
- Ensure
that all air tickets are requisitioned and delivered within time as per
requests.
- Communicate
reservation information and send air tickets to the travellers in a timely
manner.
- In-charge
of requisitioning and overseeing the setting up of partners’ lunch on
alternate Mondays.
- Prepare
and send out LPOs as appropriate.
- Advise
travellers on flight changes etc.
- Keep
a good filing system for all the travel and approvals, codes and tickets
purchased to ensure smooth reconciliation
- Carry
out weekly reconciliation of tickets purchased with credit account balance
to ensure adequate float at all times.
- Monthly
reconciliation of tickets purchased with the credit account statements.
- Advice
travellers on visa requirements which includes but not limited valid
passport, confirmation of invitation, travel insurance yellow fever and
polio vaccination etc.
- Provide
travel advisory for different countries.
- Deal
with complaints and refunds appropriately.
- Prepare
and circulate the staff daily travel itinerary report for the people
security purposes.
- Maintain
all travel records.
- Sort
out the travel agents invoices, get approval to pay and forward to Finance
in a timely manner.
- Ensuring
that the reception area is manned at all times between 7.30am and 6pm.
- Receive
clients and visitors and notify relevant department/staff members in a
timely manner.
- Effectively
handle client queries at the reception and channel these to the relevant
department/staff.
- Ensure
that the reception area is kept tidy at all times and that relevant
publications are available at the reception.
- Receive
and record incoming hand deliveries, sign for them, and place in trays for
dispatch by internal messengers.
- Hold
letters, cheques and other documents for collection by clients and
suppliers.
- Any
other administrative tasks as may be assigned from time to time
Qualifications:
- Must
be a holder of at least a Diploma in public relations, business
administration, customer service or any other related field;
- A
diploma in tours and travel is an added advantage;
- A
minimum of C+ (plus) mean grade in KCSE;
- A
minimum of 2 years’ experience in front office or customer care or tours
and travel role in a large organization;
- Excellent
interpersonal and communication skills;
- Excellent
organization and planning skills with ability to handle work in an
efficient and timely manner; and
- Proficient
in MS Office applications.
The
position is for a contract of three months.
Salary
negotiable during the interview.
Send your CV to office@cloversmtc.om not later than 15/9/2016
Send your CV to office@cloversmtc.om not later than 15/9/2016