Business Administration Assistant at Cytonn Investments

Reporting to the Business Administration Associate, the Administration Assistant will be the first point of contact for the office, answer all incoming phone calls in a pleasant and informed manner for the purpose of providing information and responding to queries.

Responsibilities

• Managing the office by ensuring that facilities are clean and standards maintained
• Oversee all aspects of front office co-ordination – maintain a visitor’s register, handle and direct inquiries and ensuring the reception area is manned at all times
• Screen, welcome and manage all visitors and vendors by settling them, recording their details, and giving them the required attention
• Switchboard management including receiving, transferring and giving appropriate answers to incoming calls and providing a call log summary
• Monitor inventory levels of office supplies on a regular basis and ensuring that the re-order process is done in a timely manner
• Assist in planning and coordinating team activities and events such as book reading and cake cutting
• Prepare and ensure delivery of mails to appropriate offices
• Receiving, checking and signing for various deliveries in the office
• Chairing departmental meetings and taking minutes
• Organizing Saturday lunch for staff members
• Ensuring all office equipment are working
• Following up on suppliers’ payments
• Tracking of any items/assets that are entering or leaving the building and ensuring they have the appropriate approvals and exit passes
• Any other tasks as asigned from time to time

Job Requirements

• Must have achieved at least a C- or equivalent in high school
• A diploma certificate in a business related field
• Be committed to succeeding in a team context
• Excellent communication
• High levels of energy and enthusiasm and ability to work long hours and under pressure to deliver timely solutions/deliverables

Learning Opportunities

The position will afford the individual a unique opportunity to participate in both a strong incentive structure and a clear path to a fulfilling career in Business Administration