JOYCE KOSKEY

Responsibilities;.

• Schedule appointments and manage calendar for Franchise Director.
• Make travel/visa and accommodation arrangements for the executives.
• Screening phone calls, enquiries and requests, and handling them appropriately.
• Prepare correspondence, agendas, and presentations.
• Produce accurate office files, update spreadsheets and craft the presentations to support the executive to boost team efficiency.
• Process travel expenses and reimbursements.
• Create expense reports, budgets and filing systems.
• Promote team productivity by keeping supplies organized and well-stocked.
• Develop and maintain an automated alert system for upcoming deadlines on incoming requests and events.
• Coordinate office activities and public events, including product ordering, set up and technology.
• Coach new employees on administrative procedures, company policies and performance standards.
• Acquire proper equipment, refreshments and supplies for meetings.
• Conduct thorough research using diverse resources to assist the executives with routine and special project tasks.
• Expertly coordinate logistics for functions both within and outside of organization.
• Coordinate trainings for new team members, overseeing onboarding details.
• Categorize and process sensitive documents with information of deeply personal nature.

Responsibilities;

• Supported the MD with communication, diary management, scheduling meetings, travel and accommodation bookings.
• Handled Staff services including Expense claims, paying NSSF, PAYE, NHIF.
• Handled all documentation for importing and exporting stock from multiple countries.
• Ensured the office was clean and tidy.
• Responsible for licenses & Permits renewal.
• Responsible for cash/cheque payments and keeping proper records for the same.
• Ensured all accounting data was properly recorded and safeguarded.
• Preparation of bank and mobile money reconciliation.
• Collected and reconciled clients’ accounts that had discrepancies.
• Maintained complex digital filing system for financial information.
• Managed office inventory by restocking supplies and placing purchase orders to maintain adequate stock levels.
• Sorted and distributed office mail and recorded incoming shipments for corporate records.
• Handled client correspondence and tracked records to foster office efficiency.
• Scheduled office meetings and client appointments for team of 3 executives.
• Interacted with vendors, contractors and professional services personnel to receive orders, direct activities and communicate instructions.
• Organized weekly staff meetings and logged minutes for corporate records.
• Created detailed expense reports and requests for capital expenditures.
• Coached new employees on administrative procedures, company policies and performance standards.
• Supported logistics for programs, meetings and events, including room reservations, agenda preparation and calendar maintenance.
• Maintained staff directory and company policy handbook.
• Coordinated bookkeeping activities in QuickBooks including invoicing and accounts payable.
• Developed and updated spreadsheets and databases to track, analyze and report on performance and sales data.
• Prepared packages for shipment, pickup and courier services for prompt delivery to customers.
• Reconciled debtors and creditors accounts.

• Kept reception area clean and neat to give visitors positive first impression.
• Monitored premises, screened visitors, updated logs and issued passes to maintain security.
• Greeted incoming visitors and customers professionally and provided friendly, knowledgeable assistance.
• Answered telephone calls to field inquiries from clients, vendors and various other callers seeking information.
• Checked and signed for deliveries, by post or courier, before dispatching them to relevant members of staff.
• Managed office inventory by restocking supplies and placing purchase orders to maintain adequate stock levels.
• Answered incoming calls on high-volume, multi-line phone switchboard and pleasantly transferred callers to appropriate personnel.
• Responded to emergency situations such as routing calls to area law enforcement.
• Instructed new employees on how to operate the phone system.
• Corrected and updated the telephone directory.
• Acted as a liaison with other departments and outside agencies.
• Handled daily lunch reports.
• Oversaw office equipment maintenance to support continuous and uninterrupted operations.
• Sorted, received and distributed mail correspondence between departments and personnel.
• Answered incoming calls on high-volume, multi-line phone switchboard and pleasantly transferred callers to appropriate personnel.
• Aggregated and prepared documentation and reports for office meetings, distribution and filing.
• Coordinated travel accommodations for staff and out-of-town visitors, including vouchers, agendas and transportation.
• Prepared packages for shipment, pickup and courier services for prompt delivery to customers..
• Corresponded with clients through email, telephone or postal mail.
• Liaised with vendors, contractors and professional services personnel to properly process orders in alignment with needs and specifications of management.
• Directed incoming calls to internal personnel and departments, routing to best-qualified department.

Core Accomplishments

Management support.

• Ensured smooth operations by supporting executive team.
• Investigated and analyzed clients complaints to identify and resolve solutions.

Multi-Tasking

• Demonstrated proficiency in telephone, e-mail, fax and front desk reception within high volume environment.

Administrative operations.

• Performed Administrative tasks such as filing, faxing reports, photocopying, and scanning documents for interdepartmental use.
• Collaborated with departments to ensure smooth workflow and efficient organization operations.

Scheduling

• Corresponded with clients through phone, fax, email and in person to schedule appointments and answer enquiries.

Customer service

• Handled customers effectively by identifying needs, quickly gaining trust, approaching complex situations and resolving problems to maximize efficiency.

• Performed general office duties, including answering multi-line phone system, routing calls, delivering messages to staff and greeting visitors.
• Welcomed office visitors warmly and alerted staff to arrivals of scheduled appointments.
• Receiving and directing calls.
• Developed and maintained a current and accurate filing system.
• Management of stationary record keeping system.
• Received and distributed all incoming general mail.
• Handled general enquiries on company products and services.
• Marketed company products through direct sales.
• Managed office inventory by restocking supplies and placing purchase orders to maintain adequate stock levels.
• Scheduled office meetings and client appointments.
• Prepared packages for shipment, pickup and courier services for prompt delivery to customers.
• Arranged rapid office equipment repair and maintenance with vendors.
• Developed and updated spreadsheets and databases to track, analyze and report on performance and sales data.
• Handled client correspondence and tracked records to foster office efficiency.
• Processed invoices and expenses to facilitate on-time payment.
• Supported efficient meetings by organizing spaces and materials, documenting discussions and distributing meeting notes.

• Kept reception area clean and neat to give visitors positive first impression.
• Welcomed incoming visitors and customers professionally and provided friendly, knowledgeable assistance.
• Answered telephone calls to field inquiries from clients, vendors and various other callers seeking information.
• Resolved customer problems and complaints by directing them to the responsible in-charge.
• Provided clerical support to company employees by copying, faxing and filing documents.
• Welcomed all customers with friendly greeting, answered general questions, gathered nature of visit and directed to specific offices.
• Oversaw inventory activities, including materials monitoring, ordering or requisition and supply stocking or re-stocking.
• Liaised with vendors, contractors and professional services personnel to properly process orders in alignment with needs and specifications of management.
• Sorted, received and distributed mail correspondence between departments and personnel.