Head of Administration - East Africa
adOpes Limited
Total years of experience :8 years, 1 Months
- Oversee day-to-day administrative operations, ensuring efficiency & functionality.
- Develop and implement policies, procedures, & systems for continuous optimization.
- Maintain detailed contract records, fostering strong relationships & compliance between ourselves, service providers, investors, investees & all stakeholders.
- Ensure smooth office functionality, including facilities, equipment, & supplies.
- Coordinate with vendors & service providers for consistent quality services.
- Manage onboarding processes for consultants, investees, staff, & service providers.
- Oversee office logistics, including mail distribution & supplies management.
- Implement & maintain health and safety protocols for a secure work environment.
- Manage office facilities, maintenance, security, & space planning effectively.
- Strategically prepare & manage the administrative budget, optimizing resource allocation, analyze expenses & identify cost-saving opportunities.
- Serve as the primary contact for investors, ensuring transparent communication & managing investor reporting.
- Develop & maintain a comprehensive filing system for easy access to critical information.
- Support travel arrangements for management, staff, & consultants efficiently.
- Implement and maintain internal controls to mitigate operational & compliance risks.
- Offer administrative support to senior management & other departments, ensuring efficiency.
- Schedule meetings effectively to facilitate productive communication & decision-making.
- Manage internal & external communication channels, promoting stakeholder engagement.
- Coordinate & organize company events, conferences, & meetings to promote collaboration.
- Assist with recruitment, onboarding, employee benefits, leave management, & payroll administration.
- Identify areas for improvement & streamline administrative workflows continuously.
- Analyze & report key performance indicators to inform strategic decision-making.
- Orchestrated efficient supply chain management by coordinating multiple suppliers, ensuring timely deliveries.
- Played a pivotal role in organizational growth by recruiting talented staff and facilitating their smooth integration.
- Ensured financial transparency by meticulously managing and reconciling petty cash for diverse departments.
- Spearheaded marketing initiatives and strategic planning for Alan Bobbe’s Bistro, driving customer engagement and revenue growth.
- Ensured flawless event execution by effectively coordinating various departments.
- Facilitated smooth communication by handling email and phone correspondence with stakeholders.
- Elevated client experience by overseeing the delivery of impeccable concierge services.
- Optimized resource allocation by efficiently procuring necessary items and equipment.
- Upheld vendor relationships by ensuring prompt payment of service providers.
- Ensured uninterrupted operations by meticulously scheduling and overseeing maintenance activities.
- Facilitated seamless event execution by effectively coordinating between vendors and suppliers.
- Maintained financial accuracy by diligently preparing invoices for restaurant clients.
- Contributed to a vibrant community atmosphere by organizing diverse events.
- Fostered open communication by serving as a liaison between staff members and the managing director.
- Ensured timely completion of construction projects by overseeing multiple sites.
- Enhanced organizational transparency by generating and delivering timely reports.
- Provided a welcoming and professional atmosphere by greeting and assisting visitors, ensuring positive first impressions and excellent customer service.
- Managed company communications with professionalism and efficiency, maintaining clear and timely communication with stakeholders.
- Enhanced member and guest experience through personalized delivery of services, from restaurant reservations to hotel bookings, transport arrangements, meeting room and flight bookings.
- Ensured operational efficiency by managing procurement processes for workplace items and equipment, sourcing quality products and optimizing costs to meet the needs of both the workplace and members.
- Resolved technical issues efficiently by troubleshooting minor problems related to printers, Wi-Fi, and boardroom connections, minimizing downtime and maximizing productivity.
- Anticipated and addressed members' needs proactively by familiarizing myself with their preferences and providing personalized assistance in real time.
- Ensured seamless meetings by preparing meeting rooms between bookings and assisting with HDMI, Apple TV, or Chrome cast connections for teleconferencing or videoconferencing, facilitating effective communication and collaboration.
- Upheld high standards of cleanliness and hygiene by maintaining a clean workspace and supervising cleaners to ensure the workplace was consistently tidy and organized.
- Contributed to community engagement by organizing community and public events, promoting collaboration & fostering a sense of belonging among members and the wider community.
- Enhanced member experience by coordinating with Connect Coffee staff to ensure seamless food & beverage service for meeting rooms and events, meeting members' culinary preferences & dietary needs effectively.
- Demonstrated organizational and financial management skills by planning Member Socials, preparing budget proposals, & presenting them to the CEO, ensuring successful events within allocated budgets.
Enhanced communication efficiency by ensuring prompt & professional interaction with clients and stakeholders.
- Provided exceptional customer service by creating a positive first impression & fostering a welcoming environment.
- Facilitated transparency and accountability through regular reporting on office activities, ensuring stakeholders were informed and decisions were well-informed.
- Optimized tenant turnover processes by meticulously organizing inspections for both outgoing and incoming tenants, ensuring smooth transitions and maximizing occupancy rates.
- Exercised strong financial management skills in collecting rent from tenants on behalf of clients, ensuring timely payments and fostering positive landlord-tenant relationships.
- Ensured financial integrity by accurately banking rent payments to landlords' accounts, maintaining detailed records and adhering to banking procedures.
- Demonstrated transparency and accountability by consistently providing comprehensive rent remittance reports to landlords, ensuring clear communication and trust.
- Exercised meticulous attention to detail in managing petty cash, maintaining accurate records and ensuring proper utilization in accordance with company policies.
- Played a pivotal role in organizational efficiency by effectively managing diaries, scheduling meetings, and coordinating appointments, optimizing the manager's time and enhancing client relations.
- Demonstrated trustworthiness and reliability in serving as the company's agent for payment transactions, ensuring accurate and timely processing while upholding financial integrity.
- Maintained meticulous financial records by accurately accounting for daily cash and cheque transactions, ensuring compliance with accounting standards and facilitating smooth auditing processes.
- Ensured financial accuracy and transparency through diligent bank statement reconciliations, identifying discrepancies and resolving issues promptly to maintain financial integrity.
Streamlined invoicing processes by proficiently utilizing the SAP system, ensuring accurate and efficient creation of car and service invoices.
- Fostered positive client relationships and improved cashflow through strong communication and negotiation skills in the collection of outstanding payments from individual corporations.
- Facilitated seamless financial transactions by personally delivering dealers' vehicle sales invoices to banks, ensuring prompt payment processing.
- Helped reduce delinquency rates by implementing proactive receivables management strategies. Subsequently, this also resulted in timely follow-up on outstanding payments from customers, optimizing cash flow.