Administrative Assistant

September 15, 2022
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Job Description

Receive calls and address them to the appropriate department
• Making and receiving local and international calls
• Record all outgoing and incoming letters, cheques and documents
• Receive customers and guests in a professional manner
• Prepare letters when required
• Handle sensitive documents with care and discretion
• Scan documents
• Manage the CEO’s office
• Ensure all offices are well kept
• Manage petty cash and meet and reconcile petty cash expenditure with Accounts at the end of every week
• Follow-up on weekly and monthly admin expenses from Accounts and escalate delays to the HR & Admin Manager
• Ensure CEO’s monthly bills are paid on time
• Ensure the availability of water in the office
• Coordinate the timely purchase of stationaries
• Ensure maintenance around the office is done in a timely manner
• Liaise with the cleaning suppliers to ensure the availability of cleaning materials
• Supervise the breakfast ordered by the Production Supervisor and ensure that its tied to the weekly and daily production plan
• Scan and send documents to importers after they have been signed
• Ensure original export document is sent to importers within two days after the documents has been shared with them via email.
• Serve as a liaison between Courier companies and the company
• Enter new employees into the biometric system
• Record attendance of casuals and work out their wages are the end of each month.
• Forward same to the HR Manager for review and payroll processing.
• Coordinate cleaning activities at Villagio, Octagon and FRI
• Ensure all company and property documents are filled appropriately
• Provided clerical support across organisation to improve office efficiency and enhance productivity
• Shortlist candidates
• Schedule interviews
• Download CV’s for our database.
• Enter employee data into the employee spread sheet.
• Ensure all new hires have submitted their documents for filling.
• Coordinate training activities by ensuring that the place is set up, attendance sheets are available and meals are arranged for trainees.
• Support in planning team bonding activities.
• Support payroll preparation by reviewing the time and details on the biometric system.
• Serve as a support to the Human Resource function.
• Perform any other duties that may be assigned.

Requirements
• HND or Degree from a recognised tertiary institution
• Two years’ experience in a related role
• Ability to use Microsoft Office Suite.