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Administration Assistant Job in Kenya

Administration Assistant

Reporting to: Branch Manager Mombasa
Supervises: None
Purpose of the job Responsible for receiving visitors and directing them to relevant persons, receiving and dispatching mails and providing administrative support to the organization, supporting sales and marketing by marketing company products, investigating, and reporting sales information; resolving problems and preparation of Accounts Recievable and filing accounts documents.


·         Welcoming visitors by greeting them, in person or on the telephone; answering or referring inquiries.
·         Ensure cleanliness and organized arrangement of the reception area for optimum comfort of guests and clients
·         Directs visitors by maintaining employee and department directories; giving instructions.
·         Receive, direct and relay telephone messages.
·         Making sure all office areas are clean, utensils washed and timely preparation of tea for the rest of the employees.
·         Distribution of office mail to respective departments and/or persons
·         Typing of correspondence as and when required to do so.
·         Screening telephone calls, enquiries and request and handling the same as appropriate
·         Ensure safe / secure working environment and maintain confidentiality of information, data and correspondence;
·         Maintain rapport with customers, managers and employee’s by setting priorities and resolving issues in terms product / service delays and customer complaints
·         Resolves order and inventory problems by investigating data and history; identifying alternate means for filling orders; notifying managers and customers. Receipt of goods and related data entry into the system
·         Preparing and maintaining records of all inventory
·         Compare incoming product with packing lists, purchase orders,
·         Receive goods and ensure that they are in accordance with the purchase order agreement

·         Provides product, promotion, and pricing information by clarifying customer request;
·         Provides sales vs. projection results by preparing and forwarding sales tracking reports.
·         Monitor customers’ accounts for non-payment and delayed payment
·         Perform all necessary account bank and other reconciliations
·         Prepare and submit customers invoices
·         Responsible for performing accounting and clerical tasks related to the efficient maintenance and processing of accounts payable transactions
·         Prepare all financial accounts required.
·         Any other duty assigned by the management from time to time


·         Diploma in Business Administration or customer service
·         Customer service skills Should be neat and organized
·         Possess high levels of professionalism
·         Must possess good communication skills 1-2 years of working experience
·         Proficient with Microsoft Office Suite
·         Solid communication skills both written and verbal Fluent in English
·         Ability to be resourceful and proactive in dealing with issues that may arise
·         Ability to organise, multitask, prioritise and work under pressure
·         Accounts/ Sales skills will be an added advantage
·         Candidate MUST be residing in Mombasa
How to Apply
If you wish to apply, please send a detailed resume with a covering letter to Deadline for applications is Friday 25th June 2018.

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