The main purpose for this role is to ensure effective running of the company’s business by providing administrative support, coordinating with Technical and Sales Team in all projects and ensuring all financials and book keeping are attended to as required.

 

Key Roles

General Administration and Office Management

  • General office management including maintaining a filing system, and being the first point of contact in the company
  • Perform human resource duties as may be required
  • Keep an up-to-date record of all staff matters and personnel files including annual leave and sickness records.
  • Ensure that office cleanliness and hygiene are maintained
  • Assist in administering and maintaining company licenses and insurance policies.
  • Being the custodian of office security and assets.
  • Maintain correspondence files – document control and maintain records through filing, retrieval, retention, storage, compilation, coding, and updating.
  • Maintain an adequate inventory of office stationery supplies, kitchen supplies.
  • Review and ensure that the reception area, all incoming and outgoing mail, telephone registers, delivery books and filing of letters are properly maintained, and following up on any exceptions.
  • Prepare and submit daily reports on activities

Sales Support

  • Use the CRM to track sales leads, customer requests, pending orders and customer technical support requests
  • Manage sales tracking tools and report on important information
  • Internet marketing and online research on technological issues related to company solutions and clients’ businesses
  • Create database for prospective customers for all products
  • Generate own sales leads and close sales
  • Manage the calendar and meeting arrangements
  • Keep record of sales trends
  • Offering prompt resolution to customer support inquiries in person, via telephone and internet
  • Assisting in the diagnosis of computer hardware, network and software problems and providing solutions
  • Assisting in user requirement specification analysis
  • Testing software for bugs and sharing with the development team

Project coordination

  • Provide end to end support on all ongoing projects and their operations
  • Follow up with the Technical and Sales teams on delivery of projects
  • Handle documentation of all project related matters
  • Ensure that all project documents are executed as required

Financial administration

  • Prepare monthly budgets and ensure that expenses are incurred within the budget
  • Process all company related payments
  • Handle accounts receivables
  • File all finance related documents
  • Process client statements
  • Handle all company invoicing as per agreed business process and timelines
  • Follow up with client payments
  • Handle all matters related to invoicing and payments
  • Escalate matters to management in a timely manner

 Key Competencies

  • Strong organization and administrative skills – attention to detail is essential
  • Ability to handle pressure
  • Strong Customer Service Orientation
  • Good planning and organizing skills
  • Can think on their feet
  • Has integrity and is trustworthy
  • Proficiency with MS Office Suite
  • Hands on experience with ERP and CRM systems
  • Excellent communication skills
  • Presentation skills and ability to demonstrate the use of company's software solutions

Education & Other Requirements

  • Diploma/Degree in Business Information Technology Related Course
  • 3-5 Years’ experience in a similar environment, preferably a technology firm
  • Good communication skills, both written and verbal

 Send application to This email address is being protected from spambots. You need JavaScript enabled to view it. with the subject ‘Office Administrator’.

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