Office Adminstrator/Accountant at R4Kenya

Job Overview

• Ensure smooth and efficient day to day running of office.
• Developing the internal management systems of the office.
• Support the creation of a positive work environment for the office.
• Relieve management of administrative detail on all projects
• Coordinate work flow
• Update and chase delegated tasks to ensure progress to deadlines
• Take initiative in manager’s absence
• Keep projects on schedule
• Maintain procedures manual to ensure consistent performance of routines
• As the direct point of contact for Databit customers, both internal and external, to ensure they receive a high level of service and to help with their questions, complaints or concerns.

Responsiblities for the Office Adminstrator/Accountant Job

Telephone

• Provide impeccable customer service to all callers and take all telephone calls as first priority.
• Take clear and concise telephone messages and relay the messages to the recipient concerned at the earliest opportunity.
• Handle all inquiries as decisively as possible
• Arrange “call-backs” to protect boss’s time and ensure they are made
• Route calls elsewhere as needed
• Carry out phone surveys/inquiries as needed to gather as much information before passing on the call or taking a message.

Appointments/Meetings

• Maintain calendar – ascertain which events require boss’s presence
• Fix commitments to maximize boss’s time efficiency – Allow decision/desk time

Confidentiality

• Perform to earn boss’s full confidence
• Ensure discreet handling of all business affairs and transactions
• Maintain confidentiality of company documents at all times

Visitors

• Receive all visitors pleasantly
• Screen to control interruptions
• Arrange amenities as needed

Data Management

• Improve storage/retrieval systems
• Update and manage all data
• Set up and maintain manual and digital filing systems.
• Keep email/telephone list accurate and up to date.
• Maintain and ensure compliance with all government requirements such as vehicle insurances, tax compliance certificates, trade licences.

Routines

• Ensure office cleanliness at all times
• Routine secretarial duties
• Log all calls with a view to giving the customers exceptional service
• Routinely re-order office supplies
• Update mail/phone directories
• Deal with clearing agents to ensure priority in delivery of our goods.
• Weekly reports
• Effective filing and project management tracking systems.

Projects

• Handle administrative detail on all projects
• Seek greater role in projects within administrative and other areas of competence
• Seek training on projects outside area of knowledge

Accounts

• Update all entries into QuickBooks. Also manage accounts to provide monthly, quarterly and yearly statements as required.
• Create invoices and credit notes.
• Handle payment of monthly deductions and VAT
• To prepare the accounts for annual audit.
• Completing month end and year-end accounting and reconciliation.
• Maintain accurate inventory of all equipment
• Handle petty cash
• Debt-control management.
• Manage billing renewals/maintenance contracts
• Supplier record management and making payments on the due dates
• Managing employee leave days and expenses
• There will also be ad-hoc project work such as you would expect in a growing, dynamic company!

Sales

• Prepare sales quotations
• Ensure orders are handled in a timely manner and the customer receives the products within the stipulated period
• Follow up to make sure the installation/delivery was handled efficiently
• Products returned by the customer should be repaired promptly and returned to the customer without delay.

Office Administrator/Accountant Job Requirements

• Minimum of a CPA 2
• Degree in business related field in finance or accounting
• Computer literate with knowledge of QuickBooks and other financial packages
• Minimum 2 years experience in accounts and must have a high level of integrity.
• Excellent communication skills.
• Ability to work with minimal supervision.
• Ability to use ITAX.