Admin Assistant job at G7 Prime Limited | Apply Now

1. Front Desk Operations

• Greet and assist visitors, directing them to the appropriate offices.

• Receive invoices, cheque payments, and other correspondence, registering all receipts and forwarding them to the relevant department.

• Manage incoming phone calls, directing them to the appropriate department or taking accurate messages when necessary.

• Receive, record, and manage incoming and outgoing correspondence, both electronically and via post.

• Prepare timely reports and draft memos, emails, and letters as required.

• Maintain and regularly update a comprehensive contact list of staff, suppliers, subcontractors, and other stakeholders.

  
  

2. Follow-Up on Accountabilities

• Monitor and follow up on accountabilities and invoices for purchases, ensuring they are documented in the accountabilities register.

• Verify and review accountabilities for completeness, then forward them to the respective Project Manager.

• Post reviewed accountabilities into the system on a weekly basis.

  
  

3. Human Resources and Administration Support

• Prepare requisitions for the payment of utility bills (water, electricity, internet) and rent for approval.

• Track daily and weekly attendance and maintain updated leave records for all staff.

• Regularly update and maintain employee files with all relevant documents.

• Supervise the daily cleaning and maintenance of office premises to ensure a clean and professional working environment.

• Manage the renewal process for subscriptions and licenses (e.g., UNABCEC, KCCA trading license, PPDA certificates).

• Procure and maintain an adequate inventory of office supplies and ensure timely replenishment.

• Maintain stock levels of cash requisition booklets, LPO booklets, accountabilities, and GRNs for project sites.

• Ensure the proper documentation, certification, and records required for the bidding process are maintained.

• Organize weekly meetings, take meeting minutes, and circulate the approved minutes and agenda before the next meeting.

• Ensure timely opening and closing of office premises.

  
  

4. Reporting and Records Management

• Develop and maintain an organized filing system for company operational activities and guide other teams on proper filing procedures.

• Prepare monthly leave reports for all full-time employees.

  
  

5. Other Duties

• Perform additional tasks as may be assigned by the supervisor.