Administration Assistant

AI summary

The Administrative Assistant provides administrative and clerical support to ensure efficient operation. Role includes office documentation, communication coordination, record keeping, and departmental support. Requires high school qualification, 1 year experience, and English proficiency.

• Entry level position with 1 year experience required
• Full time, 8 to 5 working hours
• Salary range KSh 15,000 - 30,000
• Based in Nairobi, Kenya
• High school qualification minimum

Description

Find a Job + + + + Search Administration Assistant Ikwetta Holdings Limited Admin & Office 2 weeks ago Easy apply Nairobi Full Time Manufacturing & Warehousing KSh 15,000 - 30,000 Share link Share on WhatsApp Share on LinkedIn Share on Facebook Share on Twitter Share via SMS Job summary The Administrative Assistant is responsible for providing administrative and clerical support to ensure the efficient operation of the organisation. The role involves managing office documentation, coordinating communication, maintaining records, supporting departmental activities, and assisting with day-to-day administrative functions. Min Qualification: Highschool Experience Level: Entry level Experience Length: 1 year Language Requirement: English Working Hours: Full Time - 8 to 5 Applicant Location: Kenya Job descriptions & requirements Key Responsibilities1. Office AdministrationResponsibilities Provide general administrative support to management and staff. Receive, record, and distribute incoming correspondence and documents. Prepare letters, reports, memos, and other administrative documents. Maintain organised filing systems for both physical and electronic records. Ensure office records are updated and easily retrievable. Monitor office supplies and initiate replenishment requests when necessary. KPIs Administrative documents prepared accurately and on time. Filing systems are maintained in an organised manner. Office supplies monitored and replenished without operational disruptions. 2. Document Management & Record KeepingResponsibilities Maintain company records, files, and documentation. Ensure proper filing of contracts, invoices, delivery notes, purchase orders, and correspondence. Update administrative records and databases regularly. Assist in preparing documents required for audits, inspections, and management reviews. Ensure confidentiality of company records and information. KPIs 100% of assigned documents filed accurately. Records updated within agreed timelines. Documents readily available when requested. 3. Reception & Communication SupportResponsibilities Receive visitors and direct them appropriately. Answer and transfer telephone calls professionally. Respond to routine inquiries and provide administrative assistance. Coordinate internal communication between departments. Manage incoming and outgoing mail, courier services, and deliveries. KPIs Visitors were attended to professionally and promptly. Calls and inquiries handled within acceptable timelines. Accurate distribution of correspondence and communications. 4. Meeting & Travel CoordinationResponsibilities Schedule meetings and appointments. Prepare meeting rooms and required documentation. Record and distribute meeting minutes when required. Coordinate travel arrangements and accommodation bookings for staff and management. Maintain meeting and appointment calendars. KPIs Meetings scheduled and coordinated effectively. Meeting minutes prepared and distributed on time. Travel arrangements completed accurately and within required timelines. 5. Administrative Support to DepartmentsResponsibilities Provide administrative support to Production, Procurement, Finance, Stores, and Human Resources departments. Assist in preparing departmental reports and documentation. Follow up on pending administrative requests and approvals. Support the coordination of company activities, training sessions, and staff events. Assist in monitoring and tracking administrative tasks assigned by management. KPIs Departmental administrative requests completed on time. Accurate preparation of administrative reports and documents. Effective coordination of assigned activities and events. 6. Inventory & Asset Administration SupportResponsibilities Maintain records of office equipment and administrative assets. Assist in monitoring office inventory and consumables. Report damaged or missing assets to management. Support periodic verification of administrative assets and inventory. KPIs Accurate asset and inventory records are maintained. Timely reporting of damaged or missing assets. Administrative inventory records are updated regularly. 7. Compliance & Health and Safety SupportResponsibilities Support compliance with company policies and procedures. Assist in maintaining workplace health and safety records. Ensure administrative documentation complies with company standards. Support the implementation of workplace administrative controls and procedures. KPIs Administrative records maintained in compliance with company requirements. Health and safety documentation updated and properly filed. Compliance issues are reported promptly. QualificationsExperience Minimum 0 - 1 year of experience in an administrative, office support, receptionist, or clerical role. Experience in a manufacturing environment is an added advantage. Required Skills & Competencies Strong administrative and organisational skills. Excellent record-keeping and filing abilities. Proficiency in Microsoft Offi