Administrative Assistant I EIMEA at H.B. Fuller

Administration/Office Management

• Manage day-to-day administrative tasks.
• Supplies and Inventory Management-Ensure an adequate supply of office supplies, Track inventory of all supplies by use of an excel spreadsheet.
• Categorize and verify all stationery and labelled items in the store so that it is easy to identify and locate daily and review monthly with Procurement.
• Records and data management- Ensure all Sales Invoices, General PO’s and PFIs are manually/ electronically named, filed in accordance with the established procedures to ensure their safekeeping and timely transfer to archives.
• In collaboration with Customer service, Logistics and Production departments, ensure keeping of proper records of all documents in files and make them easily retrievable and accessible.
• Respond promptly to emails, calls and inquiries and relay important information to relevant person.

Utilities and Payments

• Payment Timelines-Maintain open lines of communication with utility/service providers and establish clear schedules for bill payments, and recurring expenses.
• Ensure payments are made on time to avoid late fees and disruptions in services.

The utility/service providers include DHL, Aquamist, Food Caterer, Milk Supplier, Flower Vendor, Laundry

• DHL-Ensure all documentation required is available for shipment (Safety Data Sheets, Proforma Invoice, Waybill documents), use tracking number to track documents/shipment, Confirm/verify invoices for all shipments done and forward to Accounts for timely payment.
• Aquamist- Ensure timely weekly supply, Confirm/verify invoices for water delivered monthly and forward to Accounts for timely payment.
• Food Caterer/Milk Supplier-Ensure food/milk brought daily, communicate on new staff to ensure everyone gets food/milk, communicate on instances we require special meals for visitors, Confirm/verify invoices for food/milk delivered monthly and forward to Accounts for timely payment.
• Laundry-Ensure weekly collection of laundry items, upon delivery verify they were cleaned as per requirements, Confirm/verify invoices delivered monthly and forward to Accounts for timely payment.
• Flower Vendor-Ensure flowers are attended to weekly, are in good condition, Confirm/verify invoices delivered monthly and forward to Accounts for timely payment.
• Office expenses management-Liaising with departmental heads and ensuring they receive operational cash payments via Mobile /Internet banking.
• Expense Tracking- This includes tracking all office-related expenses, approving requisition forms before payments are done, categorizing expenses to facilitate reporting and analysis, and submitting with all expense receipts attached in the petty cash template.

Travel Support
Booking of flights and hotels for local/international travels

• Research on Egencia the best options in terms of cost, time, consideration of traveller’s needs/preference. This also includes researching hotels considering location and amenities, making reservations, and ensuring accurate dates.
• If and when necessary, advise other travel booking channels available.
• Work with the Business Director, Commercial team, and all staff to confirm bookings, managing itineraries and staying informed about any changes or updates for both flights and accommodation.
• Prepare Visas applications for Business Directors and schedule Visa appointments at Embassies/Consulates.
• Prepare Introduction letters for local staff traveling outside the country and Invitation letters for international staff traveling to the Kenya office.
• Invoices -counter check Invoices sent by Egencia for payment to confirm if correct amount as per trip, realigning any discrepancies, seeking approvals from Business Director to submit Invoices for payments, forwarding to Finance for payment.

Transport logistics.

• Organize transport for visiting staff (airport transfers, office-hotel commute) coordinate with service provider to ensure seamless and efficient services

Customer Service Support /Team collaboration

• Customer service- I work with Customer service to enhance client experiences. I assist in providing comprehensive support to clients, addressing inquiries, and ensuring seamless order processing.
• Product knowledge and customer education-As the first point of contact with customers, I assist to build and improve effective relationships with customers through knowledgeable communication of our products and provide information and assistance to customers regarding product selection and application.
• SAP Administration- This involves Creating Account Creation forms, seeking approvals and updating the Customer Master with relevant information, Invoicing both Electronically and Manually. This also includes paying attention to detail following Customer LPOS and Invoicing with correct prices to avoid under/over supply & issuance of Credit Notes.
• Assist in the order processing cycle by working with the Account Managers, Customer Service and Production supervisor to ensure customer orders are acknowledged and Production advise raised on email, manually and in the new online system that has been started. I assist to verify order details, including product specifications, quantities, and delivery dates.
• Order tracking and shipment coordination- In the absence of Customer Service, I monitor order status and provide customers timely updates on their shipments. I also work closely with Finance, Supply Chain & Sales and Quality control, to guarantee the timely delivery of high-quality products-On Time In Full (OTIF).
• Work with Logistics and Supply Chain to ensure that the Transporters bring the correct trucks to transport our products safely. Work with Customer Service and Account managers to consolidate our deliveries and minimize costs.
• Work with Warehouse, Production, Clients Service and Account managers to assist to enforce material allocations for shared products while maintaining positive customer relations.
• Cross-functional Collaboration- I collaborate with Customer service, Sales, Production, and Quality control teams to ensure a unified approach to customer service. This involves following up on customer requirements in operational planning and ensuring all the required documents are ready when we ship/transport locally. For instance, documentation for Export orders, Certificates of Analysis (COA), for customers like KBL ensure the drivers and trucks are registered at KBL in advance and have the required PPE’s.
• Prepare Quotations, PFI’s and sending to clients as needed.