Operations and People Administrator at Green Heart of Kenya

Administrative

• Planning meetings and internal events including any note taking and follow up.
• Management and optimization of project company wide planning software
• Order office supplies and research new deals and suppliers
• Provide general support to all visitors
• Office management including dealing with the admin phone, filing and mail
• Oversee facilities management, including maintenance, repairs, renovations, and office layout
• Coordination of the acquisition of work permits
• Manage and organize any travel arrangements and accommodation
• Manage and allocate resources effectively to meet operational needs and budgetary constraints.
• Assisting with external events.

People

• Hiring process and management
• Work with heads of departments to create job descriptions for circulation
• Managing and improvement of the onboarding process that trains new employees for their tasks and helps them succeed in their positions

People operations

• Conducts quarterly, annual performance and 360 reviews.
• Manages employee relations
• Filing and tracking employee documents, such as health insurance, personal contact information, etc
• Creating training procedures for the company.
• Running of team growth and development programs.

System implementation

• Management of project management software
• Tracking ongoing projects across all departments
• Adjustment and communication of company wide systems.
• Reporting and metrics across systems.
• Land Related Paperwork
• Regular follow up of the land sale process, signing of agreements, management of transfers and payment plans including related file management.
• Communication with lawyers and buyers during process and regular recording of status.
• Weekly summary reports of the status of all sales.
• Management of the transfer process including ensuring that documents are signed and franked correctly, as well as delivered to relevant parties.
• Comprehensive filing of all sales documents
• Keeping on top of land rate due dates

Company Compliance

• Liaising with the company secretary to ensure that all statutory documents are in place
• Obtaining the correct signatures on all the statutory documents for processing of annualreturns
• Ensuring the company’s business license and any other associated trade licenses are always up to date

General Bookkeeping

• Assist with invoicing, collections, receipting and reconciliation of customer payments.
• Ensuring that relevant service costs are allocated and charged correctly to the variousdevelopments.
• In-hand with the accounts assistant, maintain and reconcile petty cash and share weekly reports
• Maintaining a database of suppliers and customers, ensuring that their associated records are complete and current.
• Assisting in monthly and annual reporting.

Qualifications and Experience

• Proven 5+ years work experience in Administrative, Operations or HR.
• Knowledge of office management systems and procedures
• Experience using project management softwares such as Trello or asana.
• Working knowledge of office equipment, like printers and scanners
• Proficiency in MS Office (MS Word, MS Excel and MS PowerPoint, in particular) and use of Google Docs
• Excellent time management skills and the ability to prioritize work
• Outstanding communication and interpersonal skills
• Attention to detail and problem-solving skills
• Excellent written and verbal communication skills
• Strong organizational skills with the ability to multitask
• A degree in Business Administration, Operations Managements, Project Management orrelated field
• Experience in use of CRM and accounting systems
• Experience in event management is a plus.