Job Title: Administrative Assistant
Hiring Organization: H.B
Fuller
Location – Locality: Nairobi
Location – Region: Kenya
Industry: Manufacturing
Job Type: Full
Time
Salary: KES
Date Posted: 04/12/2024
Key responsibilities
Administration/Office
Management
- Manage
day-to-day administrative tasks.
- Supplies
and Inventory Management-Ensure an adequate supply of office supplies,
Track inventory of all supplies by use of an excel spreadsheet.
- Categorize
and verify all stationery and labelled items in the store so that it is
easy to identify and locate daily and review monthly with Procurement.
- Records
and data management- Ensure all Sales Invoices, General PO’s and PFIs are
manually/ electronically named, filed in accordance with the established
procedures to ensure their safekeeping and timely transfer to archives.
- In
collaboration with Customer service, Logistics and Production departments,
ensure keeping of proper records of all documents in files and make them
easily retrievable and accessible.
- Respond
promptly to emails, calls and inquiries and relay important information to
relevant person.
Utilities
and Payments
- Payment
Timelines-Maintain open lines of communication with utility/service
providers and establish clear schedules for bill payments, and recurring
expenses.
- Ensure
payments are made on time to avoid late fees and disruptions in services.
- The
utility/service providers include DHL, Aquamist, Food Caterer, Milk
Supplier, Flower Vendor, Laundry
- DHL-Ensure
all documentation required is available for shipment (Safety Data Sheets,
Proforma Invoice, Waybill documents), use tracking number to track
documents/shipment, Confirm/verify invoices for all shipments done and
forward to Accounts for timely payment.
- Aquamist-
Ensure timely weekly supply, Confirm/verify invoices for water delivered
monthly and forward to Accounts for timely payment.
- Food
Caterer/Milk Supplier-Ensure food/milk brought daily, communicate on new
staff to ensure everyone gets food/milk, communicate on instances we
require special meals for visitors, Confirm/verify invoices for food/milk
delivered monthly and forward to Accounts for timely payment.
- Laundry-Ensure
weekly collection of laundry items, upon delivery verify they were cleaned
as per requirements, Confirm/verify invoices delivered monthly and forward
to Accounts for timely payment.
- Flower
Vendor-Ensure flowers are attended to weekly, are in good condition,
Confirm/verify invoices delivered monthly and forward to Accounts for
timely payment.
- Office
expenses management-Liaising with departmental heads and ensuring they
receive operational cash payments via Mobile /Internet banking.
- Expense
Tracking- This includes tracking all office-related expenses, approving
requisition forms before payments are done, categorizing expenses to
facilitate reporting and analysis, and submitting with all expense
receipts attached in the petty cash template.
Booking
of flights and hotels for local/international travels
- Research
on Egencia the best options in terms of cost, time, consideration of
traveller’s needs/preference. This also includes researching hotels
considering location and amenities, making reservations, and ensuring
accurate dates.
- If
and when necessary, advise other travel booking channels available.
- Work
with the Business Director, Commercial team, and all staff to confirm
bookings, managing itineraries and staying informed about any changes or
updates for both flights and accommodation.
- Prepare
Visas applications for Business Directors and schedule Visa appointments
at Embassies/Consulates.
- Prepare
Introduction letters for local staff traveling outside the country and
Invitation letters for international staff traveling to the Kenya office.
- Invoices
-counter check Invoices sent by Egencia for payment to confirm if correct
amount as per trip, realigning any discrepancies, seeking approvals from
Business Director to submit Invoices for payments, forwarding to Finance
for payment.
- Organize
transport for visiting staff (airport transfers, office-hotel commute)
coordinate with service provider to ensure seamless and efficient services
Customer
Service Support /Team collaboration
- Customer
service- I work with Customer service to enhance client experiences. I
assist in providing comprehensive support to clients, addressing
inquiries, and ensuring seamless order processing.
- Product
knowledge and customer education-As the first point of contact with
customers, I assist to build and improve effective relationships with
customers through knowledgeable communication of our products and provide
information and assistance to customers regarding product selection and
application.
- SAP
Administration- This involves Creating Account Creation forms, seeking
approvals and updating the Customer Master with relevant information,
Invoicing both Electronically and Manually. This also includes paying
attention to detail following Customer LPOS and Invoicing with correct
prices to avoid under/over supply & issuance of Credit Notes.
- Assist
in the order processing cycle by working with the Account Managers,
Customer Service and Production supervisor to ensure customer orders are
acknowledged and Production advise raised on email, manually and in the
new online system that has been started. I assist to verify order details,
including product specifications, quantities, and delivery dates.
- Order
tracking and shipment coordination- In the absence of Customer Service, I
monitor order status and provide customers timely updates on their
shipments. I also work closely with Finance, Supply Chain & Sales and
Quality control, to guarantee the timely delivery of high-quality
products-On Time In Full (OTIF).
- Work
with Logistics and Supply Chain to ensure that the Transporters bring the
correct trucks to transport our products safely. Work with Customer
Service and Account managers to consolidate our deliveries and minimize
costs.
- Work
with Warehouse, Production, Clients Service and Account managers to assist
to enforce material allocations for shared products while maintaining
positive customer relations.
- Cross-functional
Collaboration- I collaborate with Customer service, Sales, Production, and
Quality control teams to ensure a unified approach to customer service.
This involves following up on customer requirements in operational
planning and ensuring all the required documents are ready when we
ship/transport locally. For instance, documentation for Export orders,
Certificates of Analysis (COA), for customers like KBL ensure the drivers
and trucks are registered at KBL in advance and have the required PPE’s.
- Prepare
Quotations, PFI’s and sending to clients as needed.