Front Office and Administrative Assistant

1.     Front Office Management:

·         Greet and welcome clients, visitors, and guests in a professional and courteous manner.

·         Handle incoming calls, inquiries, and redirect them appropriately.

·         Manage the office calendar and schedule appointments.

·         Maintain a tidy and presentable front office area.

·         Manage incoming and outgoing mail, deliveries, and couriers.

·         Coordinate meeting room reservations and assist with meeting preparations as required.

·         Manage and monitor the use of office supplies maintaining the inventory.

2.     Administrative Support:

·         Assist with general administrative tasks, including data entry, filing, and document management.

·         Perform basic accounting tasks, such as data entry, invoicing and issuing receipts and other related functions as will be advised.

·         Provide administrative support to the consulting team, such as scheduling meetings, arranging travel itineraries, and coordinating appointments.

·         Prepare and format documents, reports, and presentations using Microsoft Office suite or other relevant software.

·         Maintain office supplies inventory and place orders when necessary.

·         Assist in organizing company events, meetings, and conferences.

3.     Client Support:

·         Act as a point of contact for client inquiries, ensuring a prompt and professional response.

·         Answer and direct phone calls, emails, and other correspondence as advised.

·         Assist with preparing client proposals, contracts, and project documentation.

·         Coordinate client meetings and conference calls, including scheduling, logistics, and materials preparation.

4.     Day-to-Day Responsibilities:

·         Ensure that the office is organized and presentable at all times.

·         Oversee and manage office budgets and expenses where necessary.

·         Collaborate with other departments to maintain a safe and secure work environment.

·         Ensure that all office equipment, including computers, printers, and telephones are in good working condition.

·         Put effective and efficient controls on proper use of company resources e.g., printing, stationery and other consumables.

·         Maintain accurate and up-to-date records and files.

Qualifications and Skills:

·         Minimum Diploma or Degree in Business Administration, or its equivalent.

·         Proven experience in a similar role, preferably in a professional services environment.

·         Strong interpersonal and communication skills, with a friendly and professional demeanor.

·         Proficient in using Microsoft Office suite (Word, Excel, PowerPoint, Outlook).

·         Exceptional organizational and time management abilities, with a keen eye for detail.

·         Ability to handle multiple tasks simultaneously and prioritize work effectively.

·         Demonstrated problem-solving skills and a proactive approach to challenges.

·         Discretion in handling sensitive and confidential information.

·         Proficiency in English, both written and verbal; additional languages are an asset.

·         Knowledge of basic accounting and bookkeeping principles is a plus.

Application Process:

 To apply for this position, please submit your updated resume and a cover letter explaining your qualifications and interest in the role to jobs@greenandgold.co.ke not later than 31st May 2023 by 1700hrs EAT.