Job title: Administrative Assistant
Department: Property & HR / Operations
Responsible for (Direct reports):Caretakers, Housekeeper, Security
Provides office services by implementing administrative systems, procedures, and policies, and monitoring administrative projects.
Responsibilities (Functions and duties):
- Maintains
workflow by studying methods; implementing cost reductions
- Creates and
revises systems and procedures by analyzing operating practices,
recordkeeping systems, forms control, office layout, and budgetary and
personnel requirements; implementing changes.
- Resolves
administrative problems by coordinating preparation of reports, analyzing
data, and identifying solutions.
- Ensures
operation of equipment by completing preventive maintenance requirements;
calling for repairs; maintaining equipment inventories; evaluating new
equipment and techniques.
- Provides
information by answering questions and requests.
- Maintains
supplies inventory by checking stock to determine inventory level;
anticipating needed supplies; placing and expediting orders for supplies;
verifying receipt of supplies.
- Completes
operational requirements by scheduling and assigning administrative
projects; expediting work results.
- Maintains
professional and technical knowledge by attending educational workshops;
reviewing professional publications; establishing personal networks;
participating in professional societies.
- Contributes to
team effort by accomplishing related results as needed
- Collecting of
rental payments from clients and handing over to accounts and or bank;
ensuring daily up to date reports are with various supervisors
- Ensuring proper
use of daily petty cash and adequate reports initialised
- Any other tasks
as assigned by supervisor.
Performance Measures and Targets:
- Ensuring all
procedures are followed and well run
- Ensuring Reports
in a timely and prompt manner
Role Reports:
- Daily reports
- Weekly &
monthly reports
Experience:
- At least 3 years
experience as an Administrative Assistant in a reputable property related
organisation.
Qualifications:
Academic: Higher Diploma or Diploma in Administration; Certificate in IT; Skills in Word, Excel, PowerPoint
Professional: IT Skills in webdesign desirable
Specialist knowledge required:
1) Public Safety and Security -- Knowledge of relevant equipment, policies, procedures, and strategies to promote effective local, state, or national security operations for the protection of people, data, property, and institutions.
2) Customer and Personal Service -- Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.
3) English & Swahili Language -- Knowledge of the structure and content of the English & Swahili language including the meaning and spelling of words, rules of composition, and grammar.
4) Law and Government -- Knowledge of laws, legal codes, court procedures, precedents, government regulations, executive orders, agency rules, and the democratic political process.
5) Clerical -- Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, and other office procedures and terminology.
Academic: Higher Diploma or Diploma in Administration; Certificate in IT; Skills in Word, Excel, PowerPoint
Professional: IT Skills in webdesign desirable
Specialist knowledge required:
1) Public Safety and Security -- Knowledge of relevant equipment, policies, procedures, and strategies to promote effective local, state, or national security operations for the protection of people, data, property, and institutions.
2) Customer and Personal Service -- Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.
3) English & Swahili Language -- Knowledge of the structure and content of the English & Swahili language including the meaning and spelling of words, rules of composition, and grammar.
4) Law and Government -- Knowledge of laws, legal codes, court procedures, precedents, government regulations, executive orders, agency rules, and the democratic political process.
5) Clerical -- Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, and other office procedures and terminology.
Behavioural Competencies:
- Communication
and interpersonal skills
- Attention to
details and accuracy
- Planning and
Organising skills
- Analytical
skills
- Knowledge of
industry changes in regards to issues affecting security
- Ability to
maintain confidential information
Tools/Facilities required:
- Books
- Desktop computer
- Laptop Computer
- Calculator
Email your CV to propertycaretaker092@gmail.com
