Administrative Clerk

Standard Aero

Admin & Office

Unspecified KSh Confidential
1 month ago

Job Summary


Job Description/Requirements

General Office Administration

Review of shop supplies, purchasing of office supplies and keeping required levels of supplies Petty cash management, ensuring sufficient funds are available and strict budget controls on petty cash purchases and expenditures, Travels plans, managements and application of all travel expenditures to various expense codes to ensure budgetary compliance. Work order openings, managements, ensuring issuance of parts used on work scopes and all miscellaneous expenditure for costings. Ensure office is kept as clean as possible  Ensure equipment are serviced and in right working conditions as per company safety procedures. Raising invoices for completed work scopes,  Raising credit notes to customer accounts and ensure approvals as per company procedures. Closing work scopes, filing and record keeping of work order packages both in ERPS and hard copy filings.  Facility security managements, ensuring safety for company assets, Facility access controls and management. Customer service management, communications and ensuring smooth flow of required information in/out of the company. Making estimates and quotations to customers  Following up with vendors for reworks, stock supplies and lead time managements, Time card allocations of shop technicians to various jobs, Overtime reviews and requisition for approvals Monthly revenue forecasts and forwarding to managements. Ensure tax compliance for shop operations Facility safety management, ensuring safe working environment, first aid training, PPE availability and all safety protocols are followed. Any other tasks as maybe assigned by the Service Center Manager and/or Management.

Stores management

Ensure strict stock control procedures are followed Review stock limits, purchasing, Corrections are done according to company procedures, Stock audits, counting, review and ensuring no wastages in stocks, Parts Sales and invoicing as per company procedures, Parts receiving & issuance.


Shipping of parts and cores to vendors, Shipping documents processing, Follow up for deliveries. Liaison with clearing agents for custom clearance, Custom documentation for tax exemptions by KCAA Keeping custom documentations for references Keeping tracking logs for easy of shipment identification and follow up. Engagement with custom officials for custom disputes and resolutions Review of clearing agent invoices for payment through CTSI system Custom agent reviews and ensuring compliance to custom laws  Liaison with Director of Logistics in reviewing and awarding freight forwarders and shipping agents for the shop. Ensuring efficient custom clearing processes to reduce lead times for stocks.

Account payables and Receivables management

Performing account reconciliations Investigating and resolving any irregularities or enquiries Liaison with credit department on customer payments Strict applications for customer limit terms and ensuring salesforce usage to manage customer payments Banking of Cheques and ensuring correct account applications Review and forwarding of vendor invoices for payment Ensuring timely payment of vendors to maintain good reputations with vendors. Advising Shop manager on customer payments and ensuring revenue streams are well managed as per credit department policies. New customer accounts reviews and opening, Vendor evaluation and liaison with Accounts payables & Quality departments for new vendors listing for compliance. Ensuring approved vendors are used in shop repairs as per quality policies.

Export Services Representative

Assist SATCO in ensuring that all facility employees are aware of their role in export compliance y ensuring the relevant training and communication take place Create awareness of the facility technology Control Plan (TCP) and StandardAero’s Visitor Protocol Ensure transfers of technical data are compliant with US export laws, the EAR and ITAR Ensure that all controlled goods and technologies are recognised and appropriately classified Ensure that all orders are screened for denied parties, prohibited end-users and destinations, and US government licence requirements are met. Ensure that all orders that require a licence or application of an EAR exception or ITAR exemption are reported at SATCO as soon as the order is placed Ensure that orders, vendors, contractors, and transfers of technical data are compliant with export controls before they are released Update and document local processed and procedures, as appropriate Ensure that all transactional (shipment- related) and non-transactional (classifications, license applications, ruling or opinion requests) records are held in compliance with export control regulations and SOP. Communicate all concerns and questions to SATCO, facility management, Legal and compliance, as needed.

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