Cytonn Investments Front Office Coordinator / Administrative Assistant Job in Kenya

Job Title: Front Office Coordinator / Administrative Assistant
 

Job Holder: Vacant
 

Report To: Business Administration Supervisor
 

Introduction: Cytonn Investments is the leading alternative investment manager in the region with over Kshs. 50 billion of projects under mandate.
 

We are seeking highly motivated, self-directed, team players to fill the position of front office coordinator and administrative assistant. 

The position will afford successful individuals a unique opportunity to participate in both a strong incentive structure and equity ownership plan.

 

Job Purpose: To act as the first point of contact for visitors and callers to Cytonn and to undertake a range of other administrative tasks as identified by the administration supervisor.
 

Job Description

• Operate Cytonn switchboard; receiving and transferring telephone calls.


• Ensure all voicemail messages to main office number are taken and directed to staff members.


• Maintain and ensure that the answer message is appropriate.


• Report telephone equipment and line faults to the administration supervisor


• Train all new staff in the operation of the telephone system, as part of the New Staff Induction process and take a pro-active approach to ensuring existing staff are properly trained on making full use of the system.


• Review and update on a regular basis the staff contact and telephone extension lists.


• Greet and welcome visitors to the Offices ensuring they sign in the visitor’s book and informing the relevant member of staff of their arrival.


• Monitor and ensure that the reception area is kept tidy and projects a business-like image.


• Keep a record of staff and visitors signing in and out of the office.


• Check and sign for deliveries, before informing the relevant member of staff of their arrival and follow procedures and ensure security of valuables.


• Log extension changes and advise all staff accordingly.


• Process and prepare for delivery internal and external mails daily. Check that costs are charged to the appropriate Programme.


• Ensure that franking machine is charged and maintained.


• On receipt of the appropriate request form, book couriers and taxis on behalf of members of staff.


• Collate and update staff lists, overseas offices and contact details regularly.


• Devise and conduct regular online staff satisfaction surveys and elicit feedback on the working environment.


• Provide administrative and general support to the administration department in ensuring compliance with Health & Safety Regulations.


• Induct new staff and volunteers in office procedures, Fire Safety and Health & Safety. Process invoices for the team including validating and obtaining authorisation for payment.


• Provide logistical support to meetings held in the Board Room, to include preparation of meeting and conference rooms and assist in arrangements for catering provisions


• Assist the company in research into all aspects of office expansion, clients comfort and comments. 


• Contribute to team-wide communications and knowledge management, and participate in organisation-wide events and discussions on related topics/projects.

Education & Experience

• Bachelor’s degree in business administration, with a 2nd class upper division


• At least a B in KCSE


• At least 2 years’ experience of working within an office environment and front office.


• Previous experience of switchboard operation.


• Familiarity with the use of office equipment i.e. fax, photocopiers etc.


• Implementing admin systems and databases


• Experience of working in a multi-cultural environment

Key Skills

• Excellent communication skills with a good telephone manner


• Good written skills


• Good interpersonal skills


• Ability to work on own initiative and take responsibility


• Smart and business-like appearance.


• Ability to work to a high standard (and while under pressure).

Closing Date: December 4, 2015