Job Detail

Job Description

Reports To: Operations Manager / Managing Director
Job Summary

• We are seeking a highly organized and proactive Administrative Assistant to support the daily operations of our cleaning company in Nairobi. The successful candidate will be responsible for office administration, customer service, staff coordination, record management, and supporting operational activities to ensure efficient service delivery.

Key Responsibilities
Administrative Support

• Manage day-to-day office operations and administrative tasks.
• Handle incoming calls, emails, and customer inquiries professionally.
• Maintain organized filing systems, both physical and electronic.
• Prepare reports, letters, quotations, invoices, and other business documents.
• Schedule appointments, meetings, and site visits.

Customer Service

• Receive and respond to client inquiries and service requests.
• Follow up with clients regarding service delivery and customer satisfaction.
• Maintain accurate customer records and service schedules.
• Assist in resolving customer complaints promptly and professionally.

Staff Coordination

• Coordinate cleaning staff schedules, attendance, and deployment.
• Monitor staff leave requests and maintain attendance records.
• Communicate operational instructions to field teams.
• Assist in onboarding new employees and maintaining personnel files.

Operations Support

• Support the Operations Manager in coordinating cleaning assignments.
• Track cleaning supplies, equipment inventory, and replenishment needs.
• Prepare daily, weekly, and monthly operational reports.
• Ensure proper documentation of service contracts and client records.

Finance & Records Management

• Assist in preparing invoices and payment follow-ups.
• Maintain petty cash records and administrative expenses.
• Support payroll preparation by compiling attendance and timesheet data.
• Ensure accurate record-keeping and document control.

Qualifications & Experience

• Diploma or Bachelor Degree in Business Administration, Office Management, Human Resource Management, or a related field.
• Minimum 2 years; experience in an administrative role.
• Experience in a cleaning, facilities management, security, or service industry is an added advantage.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Experience using office management systems and digital tools.

Required Skills & Competencies

• Excellent verbal and written communication skills.
• Strong organizational and multitasking abilities.
• High attention to detail and accuracy.
• Strong customer service orientation.
• Ability to work under pressure and meet deadlines.
• Problem-solving and decision-making skills.
• Professionalism, integrity, and confidentiality.
• Ability to work independently and as part of a team.

Key Performance Indicators (KPIs)

• Timely response to client inquiries and requests.
• Accuracy of administrative records and reports.
• Staff attendance and scheduling efficiency.
• Customer satisfaction and complaint resolution.
• Timely preparation of invoices and operational documentation.
• Effective management of office supplies and records.

How to Apply:
https://notablecleaning.co.ke/