Administrative Assistant

Type: Full Time Deadline: 0 months, 17 days
Category: Human Resource (HR) Location: Arusha
Other Categories: Admin & Clerical ,
Job Level: Intermediate

Roles and Responsibilities

Reception:

  • Receives all visitors and acts as the first point of reference for all enquiries for the office.
  • Manage incoming and outgoing calls.
  • In charge of receiving and dispatching correspondences and maintaining a register for the same

Customer Service Delivery

  • Providing after-sales services to customers by calling clients and ensuring they are actively trading with the organization
  • Recording all incoming and outgoing Maisha customer cards
  • Handling and resolving customer complaints and directing Recording details of inquiries, comments and complaints;
  • unresolved issues to the designated person
  • Ensuring the office has sufficient Maisha products/brochures and distribute the same to the persons visiting the office

Information Management

  • Access and update the membership database which entails: recording details of inquiries, comments and complaints and records details of action
  • Generate membership numbers on the system for the clients

Reports Management

  • Maintaining an updated office inventory at all times (monthly basis) and share the report.
  • Keep records of customer interactions and transactions for feedback reports and future reference.
  • Comprehensive management of all office records and maintain an effective filling system

Reporting

  • Assist in compiling sales reports on a daily, weekly and monthly basis for the office and the Sales Manager
  • Assist in preparing the petty cash report and ensure these are correctly recorded and remitted to finance on a weekly basis
  • Assisting in ensuring all financial expenses are properly and correctly recorded and report remitted to finance office in Nairobi, Kenya

Administrative support includes communication

  • Prepares drafts for responses for the office
  • Ensuring that all administrative activities are well planned through provision of logistical support including effective running of the office

Custodian of office assets

  • Ensures compliance with maintenance/servicing schedules for printers/policy insurance validity etc.
  • Proactively suggests ways to improve office working environment (posters etc.)

 

 

Educational Qualifications

  • Degree in Business Management 
  • Minimum of 3 years work experience in a busy environment

Experience Requirements

  • Minimum of 3 years work experience in a busy environment

Interpersonal skills

  • Excellent knowledge in customer service principles and practice
  • Excellent writing and oral communication skills
  • Basic telephone skills
    Software applications, such as word processing, spreadsheets, and database management.

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