Operations & Admin Assistant at Lwala Community Alliance (LCA
Lwala Community Alliance
- Kenya
- Permanent
- Full-time
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- Company:
- Location: Kenya
- State:
- Job type: Full-Time
- Job category:
- Ensure a welcoming and professional environment for all visitors. Greet and assist visitors entering the office or guesthouse.
- Provide information and guidance to visitors regarding office facilities, services, and amenities.
- Maintain front desk and verify that orders are placed as necessary to ensure necessary supplies are available at all time
- Process payments for outsourced services, including utility bills and other facility-related expenses.
- Maintain accurate records of payments and expenditures.
- Coordinate with the finance department to ensure timely payment of invoices.
- Assist in general administrative tasks such as data entry, filing, and document management.
- Handle incoming and outgoing correspondence, including emails and phone calls.
- Assist in scheduling appointments and meetings as may be applicable.
- Supervise and manage the office and guesthouse cleaner.
- Coordinate cleaning schedules and ensure cleanliness and hygiene standards are maintained.
- Monitor office and cleaning supplies inventory and reorder supplies as necessary to ensure continuity of support services across all offices.
- Supervise and manage the office messenger and pool of riders.
- Handle support requests from staff, ensuring timely and efficient resolution of riders’ needs.
- Assign tasks and responsibilities to the pool of riders based on staff requests and operational needs.
- Ensure timely payment for outsourced services, including utility bills, to maintain uninterrupted facility services.
- Coordinate with utility service providers to address any issues or discrepancies in billing.
- Higher Diploma in Business Administration, Office Management, or related field. Degree in any related field is an added advantage.
- Certification in Records Management or Administrative Management is preferred.
- Training in people management and vendor payment processes is advantageous.
- Minimum of 3-5 years of experience in administrative roles, preferably in an office management or operations support capacity.
- Experience in records management, people management, and vendor payment processes is highly desirable.
- Previous experience in supervising support staff and coordinating administrative tasks is advantageous.
- Proven experience in administrative roles, with at least 3-5 years of relevant work experience.
- Strong understanding of administrative processes, including records management and vendor payment procedures.
- Excellent organizational and time management skills.
- Ability to create and enforce standard operating procedures for office operations.
- Proficiency in administrative tasks such as data entry, filing, and document management.
- Strong interpersonal and communication skills to interact with visitors, staff, and service providers.
- Ability to handle incoming and outgoing correspondence, including emails and phone calls, in a professional manner.
- Experience in scheduling appointments and meetings and coordinating logistics.
- Ability to supervise and manage support staff, including office cleaners, messengers, and riders.
- Proficiency in managing office and cleaning supplies inventory and reordering supplies as necessary.
- Familiarity with utility payment processes and coordination with service providers.
- Strong problem-solving skills and ability to handle multiple tasks simultaneously.
- Attention to detail and accuracy in maintaining records of payments and expenditures.
- Ability to coordinate with the finance department for timely payment of invoices.
- Flexibility to adapt to changing priorities and work under pressure.
- Strong team player with the ability to collaborate effectively with colleagues and stakeholders.
- Proficiency in computer skills, including MS Office suite and relevant software applications.
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