Location: Kisumu
Department: Operations/Project Management
Reports To: Project Manager/Operations Manager
Job Overview:
The Project Administrator will oversee customer service, daily office operations, and onsite staff supervision while ensuring efficient workflow and accurate reporting. This role requires strong organizational, leadership, and communication skills to maintain client satisfaction, streamline office processes, and support team performance.
Key Responsibilities:
1. Customer Service Management:
- Serve as the primary point of contact for client inquiries, complaints, and requests via email, phone, and in-person.
- Resolve issues promptly to maintain high customer satisfaction.
- Build and nurture client relationships through regular communication.
- Process orders, track deliverables, and provide updates to clients.
- Collect and analyze customer feedback to improve service quality.
2. Office Operations:
- Manage office supplies, equipment, and vendor contracts (e.g., IT, maintenance).
- Ensure a clean, safe, and productive office environment.
- Maintain physical and digital records, including invoices and employee documents.
- Implement and optimize office policies and procedures.
- Assist in budget tracking and expense reporting.
3. Onsite Employee Supervision:
- Lead, mentor, and schedule onsite staff to meet project deadlines.
- Conduct training sessions and monitor team performance.
- Address employee concerns and resolve conflicts.
- Foster a collaborative and positive work culture.
- Perform routine check-ins and provide constructive feedback.
4. Reporting & Documentation:
- Prepare daily/weekly/monthly reports on project progress, KPIs, and operational metrics.
- Analyze data to identify trends and recommend improvements.
- Compile financial, customer service, and staffing reports for management.
- Present findings to stakeholders in meetings or presentations.
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Qualifications:
- Education: Bachelor’s degree/Diploma in Business Administration, Management, or related field.
- Experience: 2+ years in project administration, office management, or customer service.
- Skills:
- Exceptional verbal/written communication.
- Proficiency in MS Office (Excel, Word, PowerPoint) and project management tools (e.g., Asana, Trello).
- Strong leadership and conflict-resolution abilities.
- Detail-oriented with excellent organizational skills.
- Certifications (Preferred): PMP, CAPM, or similar credentials.
Work Environment:
- Primarily office-based with regular onsite supervision.
- Occasional overtime to meet project deadlines.
- Fast-paced setting requiring adaptability.
Physical Requirements:
- Prolonged sitting and computer use.
- Light lifting (up to 20 lbs) for office tasks.