Administrative Services Manager

4 days ago

Nairobi, Nairobi Area, Kenya Crystal Recruitment Ltd Full time
Why Work With Us?
Crystal Recruitment Ltd offers a dynamic and challenging work environment that provides opportunities for growth and development. As a valued member of our team, you will have the opportunity to work with a talented group of professionals who share your passion for delivering exceptional results.

About The Role:
The successful candidate will be responsible for providing administrative support to our executives and teams, including coordinating office activities and operations, managing phone calls and correspondence, supporting budgeting and bookkeeping procedures, creating and updating records and databases, tracking stocks of office supplies, and submitting timely reports and presentations as assigned.

Key Responsibilities:
  • Coordinating office activities and operations to ensure efficiency and compliance with company policies.
  • Managing phone calls and correspondence, prioritizing urgent matters and responding to inquiries in a timely manner.
  • Supporting budgeting and bookkeeping procedures, preparing financial reports and statements as required.
  • Creating and updating records and databases, ensuring accuracy and completeness of data.
  • Tracking stocks of office supplies and ordering new stock as needed.
  • Submitting timely reports and presentations as assigned by management.


Customer Service Responsibilities:
  • Provide accurate product and service information to customers.
  • Assist customers with placing orders, troubleshooting issues, or following up on services.
  • Resolve customer complaints or concerns in a prompt and effective manner.
  • Record customer interactions in the CRM system.
  • Process returns, exchanges, and refunds as necessary.
  • Collaborate with other departments to resolve customer issues or escalate concerns.
  • Follow up with customers to ensure satisfaction after resolving issues.
  • Maintain a high level of product knowledge to provide excellent service.


Executive Assistance:
  • Manage the executive's calendar, including scheduling meetings, appointments, and travel arrangements.
  • Prepare and organize agendas, presentations, and reports for meetings.
  • Handle confidential and sensitive information with professionalism and discretion.
  • Act as a liaison between the executive team and internal/external stakeholders.
  • Assist with event planning, including executive-level meetings and conferences.
  • Coordinate and track action items from executive meetings.
  • Prepare expense reports and manage budgets for executive travel.


Requirements & Qualifications:
  • Proven experience as an office administrator, office assistant, executive assistant, or relevant role.
  • Degree in Business Administration or relevant field is preferred.
  • Qualifications in secretarial studies will be an advantage.
  • Outstanding communication and interpersonal abilities.
  • Excellent organizational and leadership skills.
  • Great personality and very welcoming.
  • Ability to prioritize tasks and handle multiple projects efficiently.
  • A high level of discretion and confidentiality.
  • A proactive, self-motivated individual with strong problem-solving skills.
  • Familiarity with office management procedures and basic accounting principles.
  • Excellent knowledge of MS Office and office management software (ERP etc.).

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