Administrator (Nairobi) - Events at Ital Global

About the Client:

• Our client is a leading event planning and management company in Nairobi, known for transforming event ideas into seamless, successful experiences. They handle all aspects of event planning, allowing clients to focus on their core business operations.

Job Purpose:

• The Administrator will be providing administrative support to the MD and the operations team. This role is critical in ensuring the smooth day-to-day running of the company and successful execution of events.

Qualifications and Requirements 

• Bachelor’s degree in Business Administration or a related field.
• Minimum 2 years’ experience in administration, events management, or related roles.
• Strong organizational and project management skills.
• Excellent communication and interpersonal skills.
• Ability to multitask, prioritize, and work independently.
• High level of attention to detail and accuracy.

Personal Traits, Qualities and Aptitudes.

• Self-motivated, trustworthy, and able to work with minimal supervision.
• Excellent organizational skills and ability to handle multiple priorities.
• Professional, reliable, and solutions-oriented.
• Exceptional communication and interpersonal skills 
• Excellent organizational skills and commitment to detail
• Ability to work independently and be self-motivated.
• Good problem-solving skills, great social skills and high Integrity

Key Performance Indicators & Reports:

• Maintaining accuracy in reports and quotations.
• Provide quotations within 24 hours of receiving a request.
• Ensure vendors and suppliers are paid on time and maintaining satisfaction rate.
• Achieving client satisfaction and resolve complaints within 48 hours.
• Coordinate event logistics at least 48 hours before each event.
•   Maintain a high level of accuracy in inventory management and marketing efforts.

Key Responsibilities and Duties

 Financial Management

• Process invoices, expenses, and maintain financial documentation.
• Prepare accurate quotations and liaise with accounts to ensure profitability.
• Support procurement by performing vendor due diligence.

Customer Service & Event Coordination

• Provide timely and professional responses to client inquiries.
• Coordinate event logistics including venue booking, transportation, and timelines.
• Work closely with marketing and sales to align events with company goals.
• Handle client complaints and ensure resolution within set timelines.

Internal Operations & Office Management

• Maintain accurate records, documentation, and databases.
• Schedule meetings, appointments, and travel arrangements.
• Ensure office facilities, supplies, and equipment are well managed.
• Support pre-planning and execution of events.

Learning & Growth

• Attend relevant professional development programs.
• Stay updated on industry trends and share insights with the team.
• Propose and implement process improvement initiatives.