Office Administrator – Kitengela

Confidential

Job Summary

He/ She is also expected to be proactive and organised in their activities and to keep systems running smoothly at all times.

  • Minimum Qualification: Bachelor
  • Experience Level: Mid level
  • Experience Length: 2 years

Job Description/Requirements

LOCATION
Kitengela

JOB SUMMARY
The holder of this post shall be expected to carry out the listed duties excellently.

JOB DESCRIPTION
He/ She is also expected to be proactive and organised in their activities and to keep systems running smoothly at all times.

SALARY
Gross- 25K- 30K
 
Duties:
Lead Generation and Data Collection

1.    The office administrator is expected to ensure that all the ads the company has are running and frequently refreshed. The ads should be well designed and offer all the necessary information.
2.    She/ He should ensure that all the data from the leads is collected and well organised, documented and distributed equally to staff for follow up. She/he should regularly check to ensure that indeed the follow up is being done.

Reports
•    MIB
o    The office admin is required to give weekly reports on the (MIB) money in the bank to the director, the manager and the accountant.
o    She/ he should keep tabs on clients who are paying, and those with delayed payments and notify the respective sales executive and the manager for appropriate action.
•    Petty Cash
o    The office admin is to give the petty cash book to the accountant every Thursday via the office messenger having gone through the manger first.
•     Documentation
o    The office admin is expected to give a report on all clients’ documentation, their availability and/or the status of the process. These include the clients’ personal documents (copy of ID, PIN, and Passport photos), the sale agreement, the consent, the transfer and the title deed. This report should be given weekly every Monday Morning.

Documentation
1.    The office admin is in charge of preparing and filing all documents.
2.    He/ she should be aware of the availability and/ or status of all clients’ documents. These include their personal documents (copy of ID, PIN, and Passport photos), the sale agreement, the consent, the transfer, the title deed and all the clients’ receipts. This information should be stored in an orderly manner both in hard and soft copy and should be easily referenced by any one. Documents such as sale agreements, consents and transfers must be prepared well in advance to the date they are to be given out. The office admin must ensure she/ he has all the relevant copies of documents to avoid asking the clients for them repeatedly.
3.    All files should be up to date and well labelled and documents well tagged for ease of reference.
4.    The office admin must be aware and keep a documented track of all the movements of any documents to and from her/ his possession.
5.    Documents such as leave forms and the supporting documents must be properly filed.
6.    Clients must immediately receive the payments reflected in our account.

Petty Cash and Budget
•         The office admin is in charge of preparing the budget with the help of the manager and handling the petty cash. Requisition for petty cash should be done well before the previous amount is completely exhausted to avoid lack of essential items in the office
•         All monies used must be accounted for and the report given to the manager then to the accountant every Thursday. All receipts for money spent must be given to the administrator for proper documentation.
•         Extra monies required that are not in the budget should be requisitioned for and approved well before they are needed.

Bills  
o    All bills must be paid well in advance to avoid inconveniences. These include phone bills and electricity bills.

Minutes
1.    The office admin is required to take, type and file all minutes.

Stationary
1.    It is the office administrator’s job to acquire the office stationary, distribute to staff when necessary and account for its use.
2.    A requisition for stationary must have an attachment to explain the use of the expired one.

Guests
1.    All guests must be treated with respect and courtesy and the person they came to see duly notified. Guests should be kept busy with reading material which should include the brochure, flyer or list of the properties the company is selling. It is the office administrator’s job to ensure the guests are not bored or put off as they wait, if they must wait.

Attendance Register
1.    The office admin should ensure that everyone signs the attendance register daily and HONESTLY when signing in and signing out. The register should be given to the manager weekly for analysis as well as the director.

The office admin may at times be required to carry out other duties not here stated and he/ she is expected to give their full cooperation. 

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