Sylvia Mwangi

A professional administrative lead with a successful track record providing high level administration support. I have over 10years experience in all aspects of office management and as a personal assistant. I have high developed organizational and prioritizing skills with the ability to multitask and effectively manage time and responsibilities in order to ensure smooth running of the office.

Aug 2017 – Nov 2022 Indoors East Africa Ltd

Office Manager/ Personal Assistant – Reporting to the Managing Director

Duties

Able to pass information to the MD on the daily happenings in the company.

Documentation of meetings and follow up on pointers of Course of Action.

Filing the MD’s documents

Provide support to MD in setting up Sales meetings and feedback

Compile and update employee record files, ensure that all the documents needed are in the respective employee files.

Process documentation and prepare reports relating to personnel activities as directed by the Finance Manager

Assist in the preparation of regularly scheduled reports

Develop and maintain a filing system

Update and maintain office policies and procedures

Order office supplies and research new deals and suppliers

Maintain contact lists

Submit and reconcile expense reports

Provide general support to visitors

Act as the point of contact for internal and external clients

Generate and send daily reports for active client site.

Ensure projects run smoothly by providing support as requested.

Preparation of project budgets.

Generate Quotations

Ensure certificate of completion is signed after section or project completion.

Responding to customers inquires, complaints etc via phone and emails.

Following up on existing client’s quotations and deliveries

Receive orders from clients, place the orders and ensuring timely release of products.

Ensuring client information is available to all, by monitoring updates on the CRM from the sales team.

Telesales and sales to walk in clients.

Prepare travel documents, logistics and protocol and visa application for the director

Achievements

Introduced a modern and effective sales report template which helped increase transparency and sales

Sept 2013 – Dec 2016 GREGO Construction Ltd

Office Manager – Reporting to the Director

Duties

Communicate to employees and clients as requested by the Director

Ensure excellent communication channels between Director and employees

Ensure compliance of all statutory payments NSSF, NHIF & PAYE

Ensure correct documentation and filing of employees leave days

Liaising with suppliers and negotiating on behalf of the company – vendor/supplier management

Keeping the Directors diary

Equipment and facility management

Attend and brief director about site meeting with employees

See to necessary compliance of vehicle insurance and other government requirements are renewed

Assist in research and PowerPoint presentation to the Director and any other department

Attend meetings in the absence of the director and report later (take minutes)

Compile travel and entertainment expense reports of the director

Assist with preparation of the office daily budget.

Prepare excel accounts of petty cash – basic accounting

Handles incoming and outgoing mail and deliveries

Ensure filling is done correctly and in order

Prepare travel arrangements, logistics and protocols & visa applications for the Director

Perform other administrative or office duties or project as required or assigned

Achievements

Assisted in credit management in account/debt collection by phone and mail, increasing accounts receivables

Reorganized payment procedures by suggesting weekly payments to casuals instead of daily making work easier

Opened up clear channels of communication between the management and the clients

2009 – Aug 2013 GEARR Consultants Ltd

Personal Assistant/Administrator- Reporting to the Principal Consultant

Duties

Correspondence between the Director and other employees

Keeping of office and the Principal Consultant’s diary and calendar

Taking of minutes general meetings as required and complete research on behalf of the Principal consultant.

Data Entry in Excel spreadsheets & QuickBooks.

Manage the company’s social media pages.

Ensure compliance of all statutory payments NSSF, NHIF & PAYE

Ensure office license for City Council registration and insurance renewed.

Customer Relations/Service – Welcome and greet customers

Preparation Travel arrangements & visa applications for the P.C and staff

Keep records on staff attendance and payroll Management

Procurement and supply management.

Control and account for petty cash including controlling the office running budget.

Procurement and supply management.

Filter emails, highlight urgent correspondence and print attachments.

Writing of and issuing cheques.

Bank agent..

Achievements

Improved office efficiency and customer service by overhauling previously haphazard filing system

Introduced clients by tapping into our suppliers

2007 – 2009 Special Olympic Kenya

Publicity Assistant – Reporting to Publicity Manager

Duties

Writing press releases

Pitching to potential sponsors

Organizing fund raisers and charity luncheons

Liaising with potential media houses on branding Special Olympics

Assist in budgets and deadlines.

EDUCATION

2006 – 2009 Kenya Institute of Mass Communication Nairobi

Diploma in Mass Communication - T.V Production major

Awarded a Credit in this Course

2004 – 2005 Christ the King Computer College Nakuru

Diploma in Computer Packages

Awarded a Distinction in this Course

12 Packages including Quick Books

2000 – 2003 Eldama Ravine Girls High School Eldama Ravine

Kenya Certificate of Secondary Education (K.C.S.E)

Awarded a C

1992 – 1999 St. Peters Girls Primary Boarding School Elburgon

Kenya Certificate of Primary Education