ADMIN & COMMUNICATIONS COORDINATOR

1. Executive & Operational Administration

• Maintain and organize digital folders, event master data, proposal templates, login credentials, and company archives
• Prepare executive-level documents, presentations, proposals, reports, and weekly briefings
• Manage company communication tools (emails, SMS portals, cloud drives, webmail access)
• Support MD with scheduling, reminders, procurement submissions, and supplier coordination
• Maintain calendar of recurring tasks: renewals (KRA, licenses), meetings, and key deliverables

2. Business Development & Client Sourcing

• Conduct market research to identify target clients across SME, NGO, corporate, and public sectors
• Initiate cold and warm client outreach via phone, email, and digital platforms
• Track leads and maintain a CRM/sales pipeline with weekly activity reports
• Draft and follow up on expression of interest letters, capability statements, and service brochures
• Maintain contact lists, corporate databases, and industry-specific procurement calendars

3. Tendering & Bids Coordination

• Monitor and extract tenders from IFMIS, KEMSA, UNGM, and private procurement portals
• Coordinate preparation and submission of fully compliant tender documents
• Assemble tender packs including pre-qualification documents, pricing, licenses, and certificates
• Maintain a tender dashboard with status updates, submission deadlines, and post-bid evaluations
• Liaise with procurement offices, courier providers, and certifying bodies (AGPO, CR12, etc.)

4. Events, Training & Webinar Execution

• Design event flyers, invites, posters, digital certificates, and registration forms
• Manage all logistics including venues, facilitators, branding, vendors, and delegate kits
• Schedule and coordinate physical and virtual events (Zoom, Meet, Eventbrite, WhatsApp Broadcasts)
• Administer event-day support, including check-ins, photography, and refreshments
• Collect feedback, prepare post-event reports, and share recordings/certificates with participants

5. Social Media & Digital Content Management

• Plan and publish content calendars for LinkedIn, Instagram, Facebook, TikTok
• Design engaging posts using Canva Pro, incorporate blog content and event highlights
• Shorten links using Cutt.ly, track performance, and optimize content for engagement
• Monitor DMs, respond to inquiries, and grow online audiences
• Engage professional communities with relevant hashtags, stories, and success snapshots

6. Email Marketing & Bulk Communication

• Manage Mailchimp and WhatsApp Business for webinars, events, and brand campaigns
• Prepare and automate email campaigns (invites, reminders, newsletters, follow-ups)
• Segment mailing lists by audience type and update subscriber data
• Track open/click rates and prepare communication performance reports

Tools & Systems You'll Use

• Design & Scheduling: Canva Pro, Meta Business Suite, TikTok
• Communication: Gmail, Mailchimp, WhatsApp Business
• Admin & Docs: SharePoint, Google Drive, MS Office Suite
• Tendering & Data: IFMIS, KEBS, KEMSA, UNGM portals
• Marketing Analytics: Social insights, link tracking tools (Cutt.ly)