Front Office Assistant at Kenya Red Cross Society

As a Front Office Assistant, you will be responsible for providing administrative support to the Administration Department and managing the BIHC Front Office Operations.

SCOPE OF THE ROLE:

• Front office management
• Student and staff support
• Administrative support

YOUR KEY RESPONSIBILITIES:

KEY RESPONSIBILITIES:

• Manage the reception area including responding to enquiries and receiving visitors in a professional way.
• Receive and direct all incoming calls at the reception while taking messages where necessary and relaying them to the appropriate staff according to office procedures.
• Prepare invitations, programs and other relevant documentation for College events and coordinating distribution of office parcels and mail ensuring proper sorting of both incoming and outgoing deliveries within stipulated timelines.
• Assist in follow up calls/emails to students or any third parties as directed by the administration department.
• Provide administrative and clerical support, including coordinating incoming meeting and appointment requests for staff/faculty, boardroom bookings, preparation of correspondence, memoranda, notices to students, taking minutes and distributing to relevant staff etc.
• Proper record keeping of physical and online administration department documentation and generating required reports.
• Raise purchase requisitions on behalf of the department and generate weekly reports on the Procurement status liaising with the Procurement Department.
• Assist the Administration office with duties linked to Human Resources, Repairs & Maintenance, Finance, Legal and any other administrative tasks.
• Process Students’ Group Personal Accident and Medical Insurance covers ensuring all students have been declared and statuses updated.
• Issue and manage student uniforms stock, kitchen safety shoes, gowns and maintaining updated records of inventory on the same.
• Assist in managing school office supplies, inventory, and issuance of supplies to administrative staff.
• Ensure cleanliness and orderliness at the reception area while abiding to the policies and regulations of the college.
• Any other duties as may be assigned by management.

Minimum requirements:

• Bachelor's degree in any related field and with a hospitality background.
• 2 years’ experience as an assistant in administration.
• Demonstrate continuing professional development.
• A deep understanding of, commitment to and involvement in hospitality Industry

Key Skills and Personal Attributes

• Strong interpersonal and communication skills and the ability to work effectively with a wide range of constituencies in a diverse community.
• Ability to gather data, compile information, and prepare reports.
• Must have attention to detail and have the ability to multi-task
• Ability to communicate effectively, both orally and in writing.
• Knowledge of Front Office Operations and the college as a whole.
• Organizing, coordinating and interpersonal skills.
• Skills in the use of computerized systems and databases.
• Knowledge of BIHC’s policies and procedures.
• Ability to work collaboratively

Desirable Attributes:

• Excellent judgment with the ability to balance risks and opportunities
• Excellent customer service skills.
• An absolute commitment to upholding the College Values. In particular, commitment:
  • to act with integrity, authenticity & respect at all times