Administrative Executive at Acorn Holdings Africa in Nairobi, Kenya

    Acorn Holdings Africa logo

    Administrative Executive

    Acorn Holdings AfricaNairobi, Kenya

    Posted

    1 week ago

    Apply by

    26 Aug

    Full Time
    On Site
    Mid
    Real Estate & Property Management
    Admin & Office

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    Job Description

    As an Administrative Executive, you will be responsible for managing various administrative functions to ensure the smooth operation of the office. Your duties will include parking and SIM card management, stationary procurement, office cleanliness, stakeholder management for office service providers, office space management including furniture and repairs, driver management, and serving as the office receptionist.

    Key Responsibilities

    • Coordinate parking allocations for employees and visitors with the caretaker/security guards.
    • Manage the distribution and tracking of SIM cards for corporate lines.
    • Maintain adequate stock levels of office supplies and stationery.
    • Oversee cleanliness and tidiness of the office premises.
    • Coordinate with cleaning staff or service providers to schedule cleaning activities.
    • Address any cleanliness issues promptly and ensure adherence to hygiene standards.
    • Manage office space allocation and layout, including desks, chairs, and seating arrangements.
    • Coordinate repairs and maintenance of office facilities, such as furniture, air conditioning units, refrigerators, and microwaves.
    • Ensure a safe and comfortable working environment for employees.
    • Act as the primary point of contact for office service providers, such as cleaning, maintenance, and security companies.
    • Communicate service requirements and ensure service levels are met.
    • Resolve any service-related issues and escalate as necessary.
    • Ensure compliance with transportation regulations and safety standards.
    • Supervise drivers to ensure safe and timely transportation.
    • Manage vehicle expenses, including fuel, maintenance, and insurance.
    • Prepare and maintain the company driver schedule.
    • Process and approve leave requests for drivers.
    • Greet visitors, answer incoming calls, and direct inquiries to the appropriate personnel.
    • Handle incoming and outgoing packages, and deliveries.
    • Provide general administrative support, such as scheduling meetings and maintaining office records.

    Required Qualifications

    • Bachelor's degree in business administration, Office Management, or related field preferred.
    • 3+ years of experience in administrative roles, preferably in a corporate environment.
    • Strong organizational and multitasking skills.
    • Excellent communication and interpersonal abilities.
    • Proficiency in Microsoft Office Suite and office management software.
    • Attention to detail and problem-solving skills.
    • Ability to work independently and collaboratively in a fast-paced environment.

    Job Details

    Job Function

    Admin & Office

    Minimum Experience

    3 years

    Education Level

    Bachelor’s Degree

    Area of Study

    Business

    Field of Study

    Business Administration

    Additional Information

    How to Apply: Interested and qualified? Go to Acorn Holdings Africa on hris.peoplehum.com to apply.

    Master the Art of Office Operations

    This role is the backbone of a smooth-running office. Hiring managers will look for someone who can juggle multiple tasks without dropping the ball, from managing drivers to keeping the office pristine.

    1. Showcase your organizational system: On your CV, detail how you've managed schedules, inventories, or service providers in the past. Use numbers, like the size of the team or budget you handled.

    2. Highlight your stakeholder management: This role involves coordinating with cleaning staff, security, and drivers. Give examples of how you've built rapport and ensured service quality with external vendors.

    3. Prove your problem-solving skills: Describe a time you resolved an office crisis—like a broken AC or a scheduling conflict—and the steps you took to fix it.

    4. Demonstrate your tech proficiency: Be ready to discuss your experience with Microsoft Office and any office management software. Mention any tools you've used for inventory or scheduling.

    5. Prepare for the receptionist duties: Practice your professional phone manner and visitor greeting. You'll be the first point of contact, so first impressions matter.

    6. Understand driver management: If you've supervised drivers or managed vehicle logistics, highlight that. If not, show your willingness to learn and your attention to compliance and safety.

    7. Show you can work independently: This role requires self-direction. Give an example of a project you led from start to finish without constant supervision.

    8. Be ready to talk about multitasking: The job involves many overlapping tasks. Share how you prioritize and stay organized under pressure.

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    Tags

    Administration
    Office Management
    Microsoft Office
    Communication
    Organizational Skills