OFFICE ADMIN ASSISTANT
Easy apply
New
Job summary
She/he will provide secretarial ,administrative and basic book keeping support to the general office.
Min Qualification:
Diploma
Experience Level:
Mid level
Experience Length:
3 years
Job descriptions & requirements
I: JOB SUMMARY
Workstation-Nairobi- Garden Estate Road near Oak Place Hotel
Reporting to the General Manager, She/he will provide secretarial ,administrative and basic book keeping support to the general office.
He/She will produce vehicle inspection / service job sheets for use in the Workshop, issue notification of service schedules to the vehicle users in the region and prepare weekly status, monthly reports and submitting to their respective locations. Assist other staff members with general office and secretarial tasks
II: TASKS AND RESPONSIBILITIES.
R 1: Customer Care Services
1.1 Receiving drivers daily defect request sheets and recording any defects on relevant files and opening job card
2.1 To work in an internal and external customer-focused way, in accordance with SOP and good work practice.
3.1 To provide or ensure office cover, acting as first point of contact where required.
4.1 Assist with telephone / reception duties as required.
5.1 Inputting and processing of Workshop Job Cards/Time Sheets and invoices
6.1 Dealing with routine paperwork regarding repair and maintenance of vehicles and general fabrications.
7.1 Updating the Fleet Management databases as directed by the Assistant workshop foreman, & releasing all repaired agencies vehicles.
8.1 Checking that the correct fleet numbers have been allocated to ensure all records reflect the use of the vehicle and maintaining the integrity of the information held on the Fleet Management System.
R2: Quality Office Management
2.1 Tracking of maintenance schedule and review Work Orders after jobs are completed and update
technician labor hours in tracking software.
2.2 To operate the computerized fleet management system, including manual data capturing.
2.3 May be required to undertake any other duties consistent with the Job/grade as directed.
2.4 Maintain and monitor the stock of service stationery.
2.5 Stationery ordering and stock control, incoming & outgoing mail processes, various internal returns.
2.6 Forwarding PR’S to the procurement office and financial documents for approval by the Logistics Coordinator.
R3: Documentation and Control of Office records
3.1 Maintain and monitor staff absence, annual leave, and arrange production of statistical information as required.
3.2 Filing of technical correspondence, photocopying and reception duties.
3.3 Produces correspondence, reports, forms and related materials
R4: Record keeping and Stores management
4.1 Conducts spot checks and periodical physical inventory and may provide other temporary relief for other staff as required.
4.2 Estimate future supply needs and maintain adequate stock levels;
4.3 Exercise resourcefulness and ingenuity in gathering information from parts manuals and other sources to determine acceptable substitutes for rare and obsolete parts;
4.4 Provide monthly reports on stock levels and parts replenishments as necessary.
4.5 Spare parts procurement.
Qualifications
VI: QUALIFICATIONS, EXPERIENCE AND COMPETENCIES
1. Education: Diploma in office administration related courses
2. Experience: 3 years of relevant work experience in similar positions
3. Certificate: Proficient in Microsoft Office, Access, Word, and Excel
4. Competencies:
· Dependable
· Commitment to service
· Demonstrates good communication skills.
· Maintains effectiveness and honesty
· Promotes diversity
· Excellent customer service skills.
Important safety tips
- Do not make any payment without confirming with the BrighterMonday Customer Support Team.
- If you think this advert is not genuine, please report it via the Report Job link below.
