Office Administrator - KE

Front Desk Management:

• Greeting Visitors, Clients, and Staff: Ensure all visitors, clients, and staff are greeted in a friendly, professional, and timely manner. Provide a welcoming environment that represents the company’s values and fosters positive relationships.
• Answering and Directing Phone Calls, Emails, and Inquiries: Serve as the first point of contact for all incoming communication, including phone calls, emails, and general inquiries. Direct inquiries to the appropriate departments or individuals promptly, ensuring clear and accurate information is shared.
• Maintaining a Clean and Organized Reception Area: Ensure that the front desk and reception area are tidy, organized, and welcoming. Monitor and maintain supplies, manage the seating area, and ensure the environment is professional and comfortable for visitors and staff.

Administrative Support:

• Scheduling Appointments and Managing Meeting Room Bookings: Coordinate internal and external appointments, ensuring meeting rooms are booked appropriately and well-prepared for use. This includes managing calendars and resolving scheduling conflicts to ensure efficient use of time and resources.
• Receiving, Sorting, and Distributing Mail and Packages: Handle incoming mail and packages, ensuring they are sorted accurately and distributed to the appropriate departments or team members. Maintain an organized tracking system to monitor deliveries.
• Maintaining Visitor Logs and Ensuring Security Protocols are Followed: Keep accurate records of all visitors, ensuring compliance with security protocols such as issuing visitor badges and verifying identification where required. Monitor building access and ensure visitors are properly escorted when necessary.
• Preparing Reports, Presentations, and Correspondence for Project Teams: Assist in preparing and formatting reports, presentations, and other documents required for project teams. Ensure materials are accurate, well-organized, and delivered on time for meetings or project milestones.

Customer Service:

• Addressing Visitor or Client Concerns and Escalating Issues as Necessary: Respond to any concerns or issues raised by visitors or clients in a timely and courteous manner. Escalate unresolved matters to the appropriate team member or department for further assistance.
• Providing General Information about the Organization and Its Services: Serve as a knowledgeable point of contact for visitors or clients seeking general information about the organization’s services, policies, or values. Ensure that all inquiries are addressed with professionalism and accuracy.

Communication:

• As an office administrator, you act as the primary point of contact between different departments or teams within the organization.
• Organizing and facilitating internal meetings, ensuring all relevant stakeholders are informed and prepared. In addition, keeping teams updated with project timelines, policy changes, or internal announcements will be essential to maintaining smooth operations.
• Handle inquiries from customers or vendors. You will be required to provide accurate information or direct requests to the appropriate team members.

Education:

Diploma or Bachelor’s degree in Business Administration, Project Management, or a related field.

Experience:

• Previous experience as a receptionist or in a similar administrative role.
• Experience in supporting project teams is an advantage.

Skills:

• Proficiency in G-Suite.
• Strong organizational and multitasking skills.
• Excellent verbal and written communication skills.
• Ability to work independently and collaboratively in a team.

Preferred Qualifications

• Knowledge of project management tools (e.g., Wrike, Box, or MS Project).
• Previous experience in [industry-specific context].

Competencies

• Customer-focused mindset.
• Attention to detail and accuracy.
• Ability to manage time effectively and prioritize tasks.
• Problem-solving and proactive approach.

Deadline:

Applications will be accepted until January 20, 2025.

Equal Opportunity

Village Enterprise will provide equal employment and advancement opportunities to all individuals. Employment decisions at Village will be based on merit, qualifications and abilities. Village does not discriminate in employment opportunities or practices on the basis of race, color, religion, sex, sexual orientation, national origin, gender identity, age, disability, marital status or any other characteristic protected by the law. Village will make reasonable accommodations for qualified individuals with known disabilities unless doing so would result in undue hardship to daily operations.

To be communicated