Job Title: Front Office Administrator
Job Code: FOA/SN/150604
Number of Positions Open: 1
Reports To: Finance and Administration Manager
Location: Nairobi, Kenya
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:
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
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