Office Administrator at 4G Capital

Job Purpose

• The Office Administrative Assistant will manage the office and information requirements of the Headquarters staff of 4G Capital. They will be the first point of contact for visitors and will handle various administrative tasks, including the creation of newsletters and event management. This role requires strong organizational skills, excellent communication abilities, and proficiency in design and presentation.

Roles & Responsibilities

• Reception Duties: The office Assistant will greet and welcome visitors in a professional and friendly manner.
• Answer, screen, and forward incoming phone calls.
• Maintain a clean and organized reception area.
• Plant maintenance for HQ and the Call Center.
• Management of the Board room and other meeting rooms - booking system, preparation, maintenance and usage.
• Provide general support to visitors

Administrative Support: Manage office supplies inventory and place orders as needed.

• Handle incoming and outgoing mail and deliveries as the point person.
• Assist with scheduling meetings and coordinating calendars.
• Receiving and electronic filing of reports, contracts, presentations and ensuring they are properly filed in accordance with the Group filing structure
• Maintaining hard copy filing of key documentation
• Renewal of business permits and OSHA Certs - HQ and OSA
• Coordinate and oversee office repairs and maintenance are done - HQ and the call center.
• Assist in office administrative operations and procedures

Office Health and Safety: Maintaining office health and safety in alignment with OSHA guidelines (HQ and OSA,) and overseeing implementation of OSH regulations in the workplace.

• Office monthly checks and maintenance of registers, etc.
• ESG and OSH committee member - capturing minutes and action points of the quarterly meetings
• Design and Presentation: Create visually appealing newsletters and other company communications and assist in preparing presentations for internal and external use.
• Event Management: Plan and coordinate company events, including Christmas parties, lunches, CSR activities (Waithaka Special) and other special occasions
• Liaise with vendors and service providers to ensure smooth execution of events. Organize and schedule meetings and meeting room bookings
• Booking accommodation for candidates attending internal interviews and organizing interview lunches
• Meeting Minutes and Reporting: Attend meetings and accurately take minutes.
• Prepare and distribute meeting minutes to relevant stakeholders
• Compile and prepare reports as required by management ensuring quality standards are met.
• Prepare and format documents, reports, and presentations.
• Ensure security, integrity, and confidentiality of data

Required Skills for Office Admin Assistant

• Bachelor's degree in Business Administration or relevant discipline
• Minimum 3 years of proven experience as an office Assistant or other relevant administrative support experience
• In-depth understanding of the entire MS Office suite.
• Ability to organize a daily workload by priorities.
• Must have design and presentation skills
• Must be able to meet deadlines in a fast-paced, quickly changing environment.
• A proactive approach to problem-solving with strong decision-making skills.
• Excellent and Professional level verbal and written communications skills.
• Organized and articulate
• Friendly team player
• Detail orientation and able to work independently with little supervision

 Procurement Manager
Purpose

• Direct line manager, who will offer ongoing support and supervision as well as the conduit to the Management Board.
• Implement internal work procedures and policies consistent with overall company goals and objectives

 Departmental Heads

• External Specialist
• Manage and maintain these strategic relationships