Office Administrator and Receptionist at Yellow Pages Kenya

The Office Administrator and Receptionist will be responsible for managing office operations, greeting clients, handling incoming calls, and providing administrative support to ensure the efficiency and smooth running of the office. This role requires excellent communication skills, multitasking ability, and a proactive approach to problem-solving.

Key Responsibilities:

Receptionist Duties:

• Greet visitors and clients in a friendly and professional manner.
• Answer, screen, and forward incoming phone calls, directing them to the appropriate person or department.
• Manage the company’s front desk, ensuring that the reception area is clean, organized, and welcoming.
• Handle incoming and outgoing mail, packages, and deliveries.
• Maintain and manage visitor logs, issue visitor passes, and ensure security protocols are followed.
• Schedule appointments, meetings, and conference room bookings as needed.

Office Administration Duties:

• Perform general administrative tasks such as filing, data entry, and office organization.
• Manage office supplies, ensuring stock levels are maintained and reordering when necessary.
• Coordinate with vendors and service providers for office maintenance, repairs, and supplies.
• Assist in managing office calendars, scheduling meetings, and coordinating team events.
• Prepare and proofread documents, presentations, and reports as required.
• Assist with employee travel arrangements and other ad-hoc tasks as needed.

Additional Responsibilities:

• Provide general administrative support to HR, finance, and other departments.
• Handle office correspondence, including emails and written communication.
• Manage the booking and coordination of business meetings and conferences.
• Ensure the office is compliant with health and safety regulations.

Qualifications and Skills:

• Education: A high school diploma or equivalent (Associate’s degree or higher is a plus).
• Experience: Previous experience as a receptionist, office administrator, or in a similar administrative role is preferred.