Duties and Responsibilities

• Coordinate office activities and operations to secure efficiency and compliance to company policies
• Supervise administrative staff and staff in operations and divide responsibilities to ensure performance.
• Manage phone calls and correspondence (e-mail, letters, packages etc.)
• Create and update records and databases with personnel, financial and other data
• Track stocks of office supplies and place orders when necessary
• Ensure all bills are paid on time.
• Assist Managing Director to run daily business operations.
• Assist the Administration Officer in the running of the office by providing support in the managing of office space, maintaining service contracts, and managing office equipment;
• Support the Administration Officer in implementing office administrative procedures and policies at the company;
• Manage the switchboard services and maintaining the private automatic branch exchange (PABX) system
• Managing incoming mail and parcels by maintaining a mail log and by distributing/filing all incoming mail.
• Maintaining the tidiness and neatness of the front office and maintaining a safe and clean reception area

Minimum Requirement

• Diploma in Secretarial Studies, Office Management and Administration / or any other related field from a recognized institution
• Must have at least three (2) years proven work experience in a fast-paced environment
• Should be computer literate and familiar with MS Office packages

Key Competencies

• Proven experience as an office administrator, office assistant or relevant role
• Outstanding communication and interpersonal abilities
• Excellent organizational and leadership skills

Duties and Responsibilities

• Provides the interface between the CEO and the branch staff.
• Actively cascades to the staff all decisions and directives from the Executive.
• Constantly provides the CEO with feedback information on the running of the branch.
• Provides oversight and management for the day to day running of the branch.
• Attends company quality meeting and all meetings on behalf of the branch.
• Member of the Branch Executive Committee.
• Proactively manage cost to ensure product profitability
• In collaboration with the CEO, and strategy team, develop a market penetration strategy that clearly identifies target markets and offer a new and innovative approaches to reach customers, in line with the company’s vision.
• Oversee sales and marketing execution in the branch to bring in qualified customers, provide customers with a positive experience and efficient management of customer pipeline.
• Set appropriate sales targets for the staff and monitor progress towards achieving the same and making adjustments as necessary.
• Ensure quality credit appraisals for all applications in the branch
• Together with the branch staff, develop strategies to maintain and continuously improve service to the customers.
• Ensures zero tolerance to customer complaints – both internally and externally.
• Ensures that the set Turn Around Time is adhered to by all branch staff.
• Maintain high level of confidentiality of customer information.
• Develops staff competencies and skills through continuous training of products and policies for performance improvement as per set targets and standards.
• In charge of leave management at the branch
• Ensure successful portfolio transfer during normal leave and staff exits.
• In charge of Human Resource Administration at the branch including hiring, disciplinary action, staff documentation and filling, employee relations.

Policies and procedures

• Custodian of policies, processes and products manuals – both soft and hard copies.
• Ensure compliance to company policies and procedures.
• In charge of the branch assets.
• Ensure that adequate security is provided in the branch for both the branch staff and customers to transact.
• Ensure quarterly and annual reports for the product are prepared on time.
• Ensures that issues raised during branch audit are addressed.
• Endeavor to create a conducive and clean environment that promote good health and well being of the staff and the customers.
• Ensures branch contingency planning is operational including backups of branch data on weekly basis.

Other duties

• Any other role assigned by the CEO

Qualifications and Experience

• Bachelor’s degree in any Business field from a recognized university is an added advantage
• Diploma in Business field from a recognized institution of higher learning.
• At least 3 years working experience in the service industry i.e. Salons, Spa, Restaurants

Knowledge and Skills

• Leadership skills.
• Report writing skills, Excellent skills in analysis of Financials, communication, interpersonal, organizational and negotiation skills.
• Demonstrates leadership skills.
• Working knowledge in IT skills (MS Office especially Excel).