Lucy Ndegwa

I'm an experienced Office Administrator with over a decade of expertise in customer service, record management, and office administration. Known for a friendly demeanor and strong communication skills, I excel in problem-solving and thrive in collaborative environments. Proficient in MS Office Suite, QuickBooks, and ERP software, MS Project, Visio, and SharePoint.

I adeptly handle tasks ranging from data entry to executive support. With a focus on efficiency and professionalism, I streamline operations and enhance team productivity through effective resource coordination and administrative support.

Executive Assistant - Kevian Kenya Limited - Nairobi

(2025-04)

• Compose, type, and distribute meeting action points, routine correspondence, and reports in a timely and accurate manner.
• Initiate and follow up on tasks via telephone and email with the sales team on behalf of the Group Sales and Marketing Director.
• Ensure all action points are addressed and updated with responses prior to sales leadership meetings.
• Maintain accurate and up to date Group (Sales & Marketing) Director diary.
• Coordinate necessary logistics and the provision of meals and refreshments for specific events and meetings as needed.
• Act as liaison between Group (Sales & Marketing) Director and internal/external stakeholders, ensuring messages are delivered clearly and promptly.
• Schedule and confirm appointments for clients, staff and members of the sales and marketing team.
• Establish, organize, and maintain electronic and physical filing systems for records, correspondence, and other essential materials.
• Support in the preparation of reports, presentations and other documents as requested.
• Digitize important documents by converting various filed records into soft copies for efficient storage and easy retrieval.
• Retrieve and attach relevant files and documents to incoming correspondence requiring responses.
• Conduct internet-based research to obtain required information or verify details as needed.
• Stay up-to-date with and learn to operate newly introduced office technologies and systems.
• Operate electronic mail systems and manage the internal and external flow of information, ensuring effective communication with stakeholders.
• Operate standard office equipment, copiers, and phone systems, and use computers for tasks such as word processing, spreadsheet creation, and database management.
• Perform any additional duties as may be assigned by management from time to time.
• Maintain and update personnel database i.e. personal files, general files, and documented policies and procedures.
• Head count by updating the staff master rolls daily and reporting them.
• Preparing contracts for staff upon appointment and renewing them.
• Assist in renewal of permits and business licences.
• Assist in preparation of HR budgets and preparing mid and end month payroll instructions.
• Insurance administration.
• Preparing leave reports.

Administrator - Nation Wide Power Systems Limited - Nairobi

(2022-11 - 2024-04)

• Enquiry management to ensure they are attended to and sent to the clients.
• Order management by ensuring necessary paperwork is done and down payment invoiced for production to commence.
• Document and drawings management by ensuring the paperwork is done and client has been sent the drawing.
• Overseeing production of clients' orders and organizing dispatch.
• Coordinating and monitoring with clients' delivery/pick of switchboard panels, Automatic Voltage Stabilizers, Hv switchgears etc.
• Managing leave days, gate pass and overtime hours for the technicians.
• Maintain and update products on warranty registry online.
• Reconciliation with stores of products that need to be restocked.
• Offering administrative support to the technicians by raising bill of materials before project commencement and materials requisitions to stores for materials that may not have been included in the B.O.M.

Administrator - Nation Wide Power Systems Limited - Nairobi

(2022-11 - 2024-04)

Key Achievements

• Self-taught and introduced use of MS Projects to create project schedules, project plans, manage resources and keep track of time undertaken to complete a project.
• Established an online registry to track site visits and capture relevant technician and site details.
• Developed a report facilitating the business development team to efficiently follow up with clients regarding quotations, streamlining the process.
• Revised standard operating procedures to maintain S.O.P adequacy and applicability.

Part time I.T Admin (Remote) - East Africa Institute of Professional Counseling - Remote

(2021-10)

• Creating and providing online links for class attendance registers, zoom classes, assignments, and exams.
• Administering online assignments, cats, and final examinations for all diploma online students through class marker.
• Participation in online virtual functions and ceremonies.
• Preparing and submitting class attendance registers and assignment lists after each lesson or as may be required by the trainer.
• Dispatch of all marked assignments, Cats, and final exams papers to the students on diploma online program.
• Assisting students who have difficulties signing online registers and other details as maybe needed.
• Composing, creating, and editing posters for the institute courses adverts as may be required.

Administrative Assistant - Spring Engineering Group Inc - Nairobi

(2013-04 - 2020-08)

• Financial appraisal and monitoring of construction projects and ICT projects, specifically, reconciliation of income and expenses such as labor, materials, and petty cash.
• Construction and ICT department administration including invoicing, application for permits and licenses from regulatory bodies, application and preparation of tenders and prequalifications, keeping track of project tax liabilities and organizing for payment.
• Keeping track of company small and heavy construction equipment including fuel consumption, servicing intervals and cost, general serviceability, and condition monitoring.
• Data management, hard and soft copy filing, research, report writing, developing presentations, drafting correspondence, organizing meetings and travel, event management and customer service.
• First point of contact for visitors and telephone enquiries. Dispatch and distribute mails and parcels.
• Coordinate running of the office including purchasing office supplies and making payments to those suppliers. Responsible of working with accountants to make sure that payroll and statutory are paid on time.
• Following up with any invoice late payments.

Administrative Assistant - Spring Engineering Group Inc - Nairobi

(2013-04 - 2020-08)

Key Achievements

• In charge of tender sourcing and application that led to the company winning multiple tenders.
• Developed a report facilitating the business development team to efficiently follow up with clients regarding quotations, streamlining the process.
• Revised standard operating procedures to maintain S.O.P adequacy and applicability.

Office Assistant - Criss Cross Distributors Limited - Nairobi

(2012-05 - 2013-03)

• Prepare list of short expires or damaged goods.
• Maintain stock in the company's database.
• Enter new arrivals in the database.
• Prepare required reports which are submitted to the directors.
• Prepare reports such as price lists.
• Preparing invoices for customer goods and ensuring deliveries are made on time.
• Verify clerical computation against physical stock and adjust errors.
• Taking customer orders though telephone calls.
• Receive deliveries and route them accordingly.
• Assisting customers around the office and referring them to the appropriate head of persons.

Office Manager - Mountain View Welfare Association - Nairobi

(2010-05 - 2012-04)

• Pay authorized petty cash.
• Processing of cheques.
• Submission of all statutory deductions.
• Keep records and filling.
• Receive, receipt, and bank all cash and cheques.
• Coordinate running of the office including purchasing office supplies and making payments to those suppliers.
• Enter payments into the company's accounts software.
• Ensure the office is kept tidy and free from health hazards.
• Assist in organizing meetings and conferences as required.

Bachelor - Information Technology - Ndejje University (2006 - 2009)

Kenya Certificate of Secondary Education (K.C.S.E) - Githunguri Girls High School (2002 - 2005)

Kenya Certificate of Primary Education (K.C.P.E) - St. Teresa (K) Academy (1993 - 2001)