Location: Kilimani, Nairobi
Job summary:
Our client, a land & engineering survey, planning and GIS & digital mapping company, is recruiting a Business Administrator to join their team. Responsible for organizing the company’s day-to-day operations. Provide clerical support to managers and employees and coordinate all daily administrative activities. Should be able to ensure office policies and procedures run smoothly.
Responsibilities:
Business Administration
Maintain proper documentation of client projects, files, reports and any hard copies.
Manage office diary in regard to meetings, upcoming events registrations, appointments and communicating this on time to the Supervisor
Respond to client emails and respond in a timely manner.
Track inventory of company assets and condition of item when checked out and returned
Conduct orientation of new employees.
Make travel arrangements for employees.
Book meetings and schedule important projects and activities
Prepare meeting rooms and refreshments for clients
Handle queries from clients on behalf of the field team
Maintain office cleanliness in the office (windows, floors, utensils)
Subscribe to digital newspapers and coordinate for hard copies when digital copies are not available.
Order office stationery and supplies.
Deliver and collect parcels.
Print, copy and scan office documents
Business Development
Research, compile and accurately prepare tender documents in line with the requirements of the tender document.
Deliver tender documents and attend tender opening meetings.
Actively keep track of trends in the industry, sign up for events, exhibitions, meetings, networking forums and associations related to the industry.
Seek to understand procurement procedures and financial calendars of projects by key institutions in the industry eg Government of Kenya, World Bank, UN, FAO, WHO etc
Accounting
Develop quotations for projects as requested by clients.
Generate invoices and follow up on payments from clients.
Ensure timely payment of service providers.
Oversee and manage the department’s financial and budgetary activities.
Track expenses and company expenditure to identify areas to cut costs and improve performance.
Social Media
Write, edit and publish engaging posts for various social networks, including Facebook, LinkedIn, Twitter and Instagram
Select appealing images and videos to complement text
Update social media pages with compelling company news
Respond to questions and comments on the company’s social media pages in a timely and accurate manner
Qualifications
Minimum work experience of 3-4 years in a similar role.
Bachelor’s Degree in Business Administration, Finance, Sociology and any other related field
Experience in office operations
Business development skills
Technical skills e.g survey data analysis and business intelligence.
Management skills (budgeting, business knowledge and people management)
Proficient is MS Office (Word, Excel, PowerPoint)
Familiarity with social media platforms
Excellent communication and interpersonal skills
Highly organized and able to multitask
Decision making
Negotiation, persuasion and teamwork
People management
