Administrative Secretary
BrighterMonday Consulting
Admin & Office
Job Summary
We are seeking a highly organized and proactive Administrative Secretary to provide operational support. The role involves managing daily tasks, coordinating schedules, and ensuring the smooth functioning of executive operations. The ideal candidate will demonstrate excellent communication skills, attention to detail, and the ability to handle multiple responsibilities efficiently. This is a full-time in-office role in Mombasa.
- Minimum Qualification : Bachelors
- Experience Level : Mid level
- Experience Length : 2 years
Job Description/Requirements
Key Responsibilities:
1. Administrative Support:
• Maintain and organize the desks of executives, liaise with cleaners and IT department to maintain office printers and other office equipment/appliances.
• Organization of files and reports.
2. Data Management:
• Update, record, and analyze production figures among other data for accuracy and tracking.
3. Communication and Coordination:
• Act as a liaison between executives and internal/external stakeholders.
• Schedule and organize meetings, ensuring all logistical needs are addressed.
• Organizing the travel needs including visas, yellow fever cards, etc. of expatriate staff and liaising with them to ensure smooth travel.
• Organizing Local travel arrangements and accommodations.
4. Reporting and Documentation:
• Prepare regular reports and summaries based on updated production data.
• Reconciliation of petty cash, scrap batches, weighbridge readings and other data.
• Tracking of sea shipments, and other local deliveries/dispatches.
• Coordinate and facilitate export orders. Formulating Proformas.
• Organizing the dispatch of items Locally and Internationally.
Tasks to be expected are including but not limited to the above. Role requires adaptability and willingness to learn.
Required Qualifications:
• Bachelor’s degree in Business Administration or a related field.
• 1-2 years of experience in a medium to large sized company or more.
• Proven experience in an administrative or executive support role.
• Proficiency in Microsoft Office Suite and data management tools.
Required Skills:
• Negotiation skills, getting the best prices for necessary tickets, accommodations, etc.
• Languages: English, Kiswahili, Basic Hindi or Gujrati
• Math proficiency.
• Professional communication.
• Problem-solving.
• Ability to work under pressure.
• Ability to be proactive in all tasks given.
• Strong organizational and multitasking abilities.
• Strong problem-solving skills, must be able to work independently as well as communicate with other team members.
• Excellent communication and interpersonal skills.
• Accountability for ones work and mistakes.
Preferred Qualifications:
• Experience in the steel industry, FMCG, Manufacturing, MNC’s, or other large-scale industries.
• Experience in Mombasa, Kenya, or East Africa.
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