Front Office & Travel Assistant at Center for Strategy and Management Ltd

Reporting Line: Admin Officer

Gross Salary: Kshs 60,000-65,000.

Duration: Performance based Contract

INTRODUCTION

Our client is a leading Kenyan company with operations across the region. The company seeks to recruit a Front Office & Travel Assistant to manage the reception and guidance of guests to the executive office and handling any travel related tasks for staff in the group including travel tickets, booking visas, organizing accommodation and advisory on travel logistics.

JOB SUMMARY

A successful Front Office & Travel Assistant should possess experience in office administration and the ability to communicate with ease with members of the public. Top-class candidates are capable administrators who make visitors arriving at the reception area feel welcome. The Assistant, through meticulous planning and coordination, will also play an instrumental role in enabling staff navigate their travels with ease and confidence from coordinating travel itineraries and accommodations to providing up-to-date information on travel requirements and restrictions.

You are also expected to handle some administrative activities including receiving goods in the Executive Office, and filing and organizing documents. Success in this role is demonstrated by maintaining the cleanliness and quality of front desk activities, as well as a blend of organizational skills and an in-depth understanding of travel logistics to ensure that all aspects of travel arrangements are handled efficiently.

DUTIES AND RESPONSIBILITIES

• Answering telephone calls, as well as screening and forwarding calls.
• Scheduling and confirming appointments, meetings, and events.
• Welcoming and assisting visitors in a friendly and professional manner.
• Monitoring office supplies and ordering replacements.
• Keeping the reception area tidy and observing professional etiquette.
• Performing other administrative tasks, if required.
• Arrange all aspects of business travel for staff, including flights, accommodations, and ground transportation.
• Coordinate travel itineraries, ensuring seamless connections and adherence to schedules for multiple destinations.
• Negotiate with service providers such as hotels and car rental companies to secure the best rates and amenities for staff.
• Process travel-related documents, including visas, passports, and travel insurance, ensuring all legal requirements are met for international travel.
• Handle special requests and accommodations for staff, such as dietary restrictions, accessibility needs
• Manage and reconcile travel expenses and budgets, ensuring cost-effectiveness and adherence to financial guidelines.
• Follow up payment of travel related expenses by Accountants
• Assist in emergency situations or last-minute changes, offering solutions and alternatives to ensure staff satisfaction and travel continuity.

QUALIFICATIONS AND EXPERIENCE       

• Bachelor’s Degree in Business Administration, Travel, Tourism, Hospitality or related field in addition to Professional Certification in Travel and Tourism or related field.
• 3-5 years of experience in a similar role.
• Knowledge of international travel regulations and requirements.
• Familiarity with travel management systems and tools.
• Exceptional ability to create a welcoming environment.
• Ability to observe business etiquette and maintain a professional appearance.
• Proficiency in appointments scheduling and call forwarding systems
• Experience working with word processing, spreadsheets, and emails, including Microsoft Word, Excel, and Outlook
• Working knowledge of printers, copiers, scanners, and fax machines.
• Excellent interpersonal and communication skills.
• Planning and organizing abilities
• Ability to work with different groups of people
• Multitasking abilities
• Efficient time management skills

Expected Start Date: 1st April 2024