Secretary/ Receptionist/ Personal Assistant/ Coordinator / Administrative Assistant/ Office Manager

By Live Lover -
Optica is known as an icon for optical trade in the region. A company with a history of 55 years has grown today to become a market leader in the field of optometry, optical products & services and for eyewear fashion. With a widespread branch network in the region, Optica offers its clientele with products from the world’s most renowned manufacturers. We benchmark our performance against best practice and every customer receives the best in quality and value. We consider people resource as our most valued asset, hence have been able to maintain a staff portfolio with the best mix of skills and talents in their fields.

Duties and Responsibilities
 
  • Answer telephones and give information to callers, take messages, or transfer calls to appropriate individuals.
  • Arrange conferences, meetings, and travel reservations for office personnel.
  • Complete forms in accordance with company procedures.
  • Compose, type, and distribute meeting notes, routine correspondence, and reports.
  • Greet visitors and callers, handle their inquiries, and direct them to the appropriate persons according to their needs.
  • Locate and attach appropriate files to incoming correspondence requiring replies.
  • Mail newsletters, promotional material, and other information.
  • Maintain scheduling and event calendars.
  • Make copies of correspondence and other printed material.
  • Open, read, route, and distribute incoming mail and other material, and prepare answers to routine letters.
  • Schedule and confirm appointments for clients, customers, or supervisors.
  • Set up and maintain paper and electronic filing systems for records, correspondence, and other material.
  • Take dictation in shorthand or by machine, and transcribe information.
  • Conduct searches to find needed information, using such sources as the Internet.
  • Coordinate conferences and meetings.
  • Establish work procedures and schedules, and keep track of the daily work of clerical staff.
  • Learn to operate new office technologies as they are developed and implemented.
  • Manage projects, and contribute to committee and team work.
  • Operate electronic mail systems and coordinate the flow of information both internally and with other organizations.
  • Order and dispense supplies.
  • Prepare and mail checks.
  • Provide services to customers, such as order placement and account information.
  • Review work done by others to check for correct spelling and grammar, ensure that company format policies are followed, and recommend revisions.
  • Operate office equipment such as fax machines, copiers, and phone systems, and use computers for spreadsheet, word processing, database management, and other applications.
Note: A comprehensive job description will be made available at the interview stage
 
Reporting to:  MD and part of the senior management team

Desired Skills and Experience

Skills and Specifications
  • Ability to manage time and prioritize work.
  • Knowledge and experience of relevant software applications - spreadsheets, word processing, and database management
  • Knowledge of administrative and clerical procedures
  • Knowledge of business principles
  • Proficient in spelling, punctuation, grammar and other English language skills
  • Proven experience of producing correspondence and documents
  • Proven experience in information and communication management
  • Required typing speed
Send applications to  hr@optica.co.ke

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