Office Administrator at Fanaka Real Estate ltd

Fanaka Real Estate Ltd is seeking to employ an Office Administrator to organize and coordinate administration duties and office procedures. 

A successful Office Administrator should also have experience with a variety of office software (email tools, spreadsheets and databases) and be able to accurately handle administrative duties.

Key Responsibilities

• Welcome guests as soon as they arrive at the office
• Direct visitors to the appropriate person and office
• Answer, screen and forward incoming phone calls
• Ensure reception area is tidy and presentable, with all necessary stationery and material (e.g. pens, forms and brochures)
• Provide basic and accurate information in-person and via phone/email
• Receive, sort and distribute daily mail/deliveries
• Order front office supplies and keep inventory of stock
• Update calendars and schedule meetings
• Keep updated records of office expenses and costs
• Take minutes during staff meetings
• Perform other clerical receptionist duties such as filing, photocopying, transcribing and faxing
• Create and update records and databases with clients’ payments and project data
• Follow up with clients’ payments and update of project progress
• Make statutory payments (KRA, NHIF & NSSF) on behalf of the company

Minimum Academic/Professional Qualifications & Experience

• Bachelor’s Degree in Business Studies or Any relevant field
• Proficiency in computer applications
• Shown merit and ability as reflected in work performance and results.
• Served as an Office Administrator for a minimum period of 1 year
• Experience in taking minutes at Board level and in accordance with regulations on minutes.
• Demonstrate excellent interpersonal, communication and analytical skills with good understanding of administrative and report-writing skills as well as procedures in service delivery.

Skills and Competencies-

• Must be adept at problem-solving, including being able to identify issues and resolve programs in a timely manner
• Must possess strong interpersonal skills
• Have accounting basics
• Have secretarial skills
• Proficiency in Microsoft Office
• Must be able to communicate clearly, both written and verbally.
• Must be able to effectively read and interpret information, present numerical data in a resourceful manner, and skillfully gather and analyze information
• Must be able to prioritize and plan work activities as to use time efficiently
• Must be organized, accurate, thorough, and able to monitor work for quality.
• Must be dependable, able to follow instructions.
• Must have excellent customer relation skills
• Must be able to improve performance through management feedback

Incumbents will be expected to continue upgrading their knowledge, skills, and abilities needed to keep abreast of regulation/policy changes and trends in higher education.