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Position: Administrative Assistant
Description: The Administrative Assistant is responsible for providing efficient and effective administrative and technical support for Lavington Cleaning Services in its functional areas.
Job Summary / Responsibilities
- Ensures that client requests and demands are met to the best of your professional ability. This includes handling of inquiries, complaints and feedback.
- Receive and direct phone calls, answering client’s inquiries about the company, directing clients to appropriate contacts, sorting mail, and arranging appointments for clients to meet with company staff.
- Develop rapport and professional business relationships with fellow colleagues and clients. Must deliver excellent customer service, at all times
- Good telephone manner and ability to perform secretarial tasks under deadlines.
- Must be presentable, well versed with the company’s profile.
- Follow proper etiquette while in conversation with clients and staff.
- Must be calm, friendly and at the same time confident.
- Maintain a professional attitude while conversing needs to be well-versed with verbal and written communication styles and most important maintain decorum, and a professional atmosphere in and around the reception area.
- Deal with all enquiries in a professional and courteous manner, in person, on the telephone or via e-mail.
- Maintain an accurate and current database of clients
- Identify and develop sources of potential clients.
- Feedback/ comments relating to product content and pricing as well as companies performance.
- Effectively employ sales skills to confirm profitable enquiries
- Take accurate enquiry details from client
- Maintain an effective tracking system for enquiries.
- Effectively communicate function details and client requirements to the Managing Director
- Provide a weekly schedule of planned activities
- Targeted Tele-sales campaigns to achieve sales
- Internal Communications Skills
- Effectively communicate with Key Clients via telephone, face-to-face and written communication to identify full potential for, and to gain maximum commitment to purchase products
- Maintain a current and accurate knowledge
- Keep abreast of competitor activity and recommend any necessary tactical action
- Plan diary to make effective use of working day
- Maintain accurate records of all contacts with clients
- Maintain high standard of personal presentation
- Represent company in a professional manner at all times
- Liaise with other members of Sales Team to actively promote sales opportunities, exchange information and increase professionalism
- Undertake all responsibilities with reference to procedures
- Ensure safe working area and work procedures in line with Company’s
- Obtain necessary authority for expenses and record same in line with Company Policy Undertake any reasonable duties as specified by Head of Venue Reservations/ Group
- Work overtime occasionally
- Carry out any other additional responsibility
Requirements
- Bachelors’ degree in Administration or related field
- Excellent skills in MS Office programs
- At least 3 years of similar experience in a busy office, preferably an International NGO
- Strong interpersonal, organizational and communications skills
- Ability to assess priorities and manage competing demands with minimum supervision
- Reliable and attentive to detail
- Knowledge of French and experience in handling finances will be an added advantage.
Interested candidates are invited to send applications via email no later than 31st July 2015, enclosing a detailed CV, quoting current and expected salary and providing contacts details of three referees to info@lavingtoncleaningservices.co.ke
Please indicate “Administrative Assistant” on the subject line of email.
Only short listed candidates will be contacted.
Cover letters should be addressed to:
The Managing Director,
Lavington Cleaning Services Ltd,
P.O Box 24414 – 00100,
Nairobi.
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