Office Manager/Personal Assistant to Directors

Powerlink Limited

Admin & Office

Energy & Utilities KSh Confidential
1 month ago

Job Summary

Applications are invited from qualified persons for the above vacant position.

  • Minimum Qualification:Bachelor
  • Experience Level:Mid level
  • Experience Length:3 years

Job Description/Requirements

Reports To :    Managing Director / Administration Director

Office Manager / Administration Responsibilities

o    Maintains office services by organizing office operations and procedures
o    Managing and controlling both incoming and outgoing correspondence: - requests for proposals, quotations, letters, reading, prioritizing and acting on mail
o    Switchboard operations and ensuring all queries are addressed sufficiently
o    Filing systems procedures for retention, protection, retrieval and transfer of records
o    Meeting all deadlines for tenders and requests for quotations
o    Assigning and monitoring clerical functions to office assistant
o    Receiving visitors and attending to them
o    Overseeing day to day operations run smoothly
o    Keeps management informed by reviewing and analyzing reports; summarizing information; identifying trends.
o    Contributes to team effort by accomplishing related results as needed.
o    Managing the directors’ diaries and helping in prioritizing items and agendas
o    Casuals list management – attendance recording and forwarding the same to accounts department
o    To motivate all staff on all levels to work in good relations with one another and to encourage team spirit.
o    To formulate /gather valuable information for the improvement of the company in terms of market trends.
o    To effectively resolve conflicts if need be
o    To keep the office on a reasonable budget to ensure transparency and accountability.
o    To offer best practices customer support to our clients to attract more referral-based opportunities.
o    Ensuring industry and business certification is up to date and is renewed yearly
o    Opening and closing of the office premises
o    Supervision of cleaning and tidying schedules of the office
o    Any other duties allocated

Procurement and accounting Responsibilities
o    Materials and Supplies requisition coordinator for projects
o    Sending out requests for quotations to suppliers to assist in tendering
o    Providing information for technical bids evaluation
o    Being the primary communication channel between departments
o    Applying for pre-qualifications to organizations on behalf of the company
o    Preparing the payroll for staff
o    Preparing and ensuring all statutory payments are remitted on a timely manner; i.e. PAYE, NSSF, NHIF, PAYE, VAT Returns, Rental Returns.
o    Ensuring all bills from service providers are paid on time example - Electricity, water, rent, insurance, internet and postage etc.
o    Calculating amounts due to creditors, writing of their cheques, forwarding the same and confirming with the bank for clearance.
o    Reconciliation of bank statements
o    Following up on debtors / clients for payments
o    Raising invoices and statements for debtors
o    Following up with creditors on monthly statements
o    preparing casual labourers  weekly payments
o    Reconciliation of rental income and Monthly remittance of VAT for associated companies
o    Liaising with service providers on matters of associated companies
o    Any other duties associated with the position

Required Skills, Knowledge and Abilities
1.    Minimum of Bachelors Degree or Higher Diploma in Business Administration / Office Administration from a recognized college;
2.    Good communication, interpersonal and time management skills;
3.    Proactive, confident, energetic and ability to work under pressure;
4.    Ability to manipulate data to generate reports weekly, monthly, quarterly & annually
5.    A team player with a pleasant outgoing personality with empathy and resilience
6.    Honesty /Integrity
7.    Great customer service and communication skills
8.    Planning and Organization skills
9.    Passion for the job
10.    Positive attitude
11.    Strong emphasis on accuracy and detail
12.    Above 3 years Work expirience

Disclaimer
The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified.

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