Admin Assistant job at G7 Prime Limited

JOB DETAILS:

G7 Prime Limited is a construction and commercial real estate company with a mission to become the preferred provider of value-for-money construction services locally and regionally.
Website: https://www.g7prime.com

Reporting To: Head of Finance and Administration
Department: Finance and Administration

Purpose of Position:
Responsible for overall support to the finance function, and efficient management of the administrative and front desk functions for the smooth running of office activities.

Duties & Responsibilities
1. Front Desk Operations
• Welcome and receive company visitors and direct them to the right office.
• Receive invoices, cheque payments, and other correspondences, register all receipts, and disburse them to the right office.

• Manage phone calls and direct them to the right office or take accurate messages when required.

• Receive and record incoming and outgoing correspondence through email or the post office.
• Prepare timely reports and draft memos/emails/letters as assigned.

• Maintain and regularly update a comprehensive contact list of staff, suppliers, subcontractors, and others.

2. Follow-Up on Accountabilities
• Follow-up on accountabilities and invoices for purchases as documented in the accountabilities register.
• Receive accountabilities, check for completeness, and forward the completed accountabilities to the respective Project Manager.

• Post-checked accountabilities to the system weekly.

3. Human Resource and Administration Support
• Prepare requisitions for payment of utility bills, i.e., water, power, internet, rent for approval.
• Monitor daily and weekly attendance and maintain updated leave records for all staff.
• Maintain and regularly update employee files with all relevant documents.

• Supervise the daily cleaning and maintenance of the office premises to ensure a clean and professional environment.

• Track and manage annual renewal of subscriptions and licenses, i.e., UNABCEC, KCCA trading license, and PPDA certificates.
• Procure, track, and maintain adequate inventory of office supplies and sundries and ensure timely replenishment.
• Maintain adequate stock of cash requisition booklets, LPO booklets, accountabilities, and GRNs for the project sites.
• Maintain documents, certification, and required statutory records for the bidding process.
• Organize weekly meetings, take meeting minutes, and circulate approved minutes and meeting agenda before the next meeting.
• Ensure office premises are closed and opened on time.

4. Reporting and Records Management
• Develop and maintain the office filing system for the company’s operational activities and guide other teams on filing procedures.
• Prepare monthly leave reports for all full-time employees.
5. Other Duties
• Perform any other duties as may be assigned by the supervisor.

Qualifications
• Education: Bachelor’s Degree in Business or the equivalent.
• Experience: 1 year’s work experience in a similar role.
• Other Requirements: Familiarity with the Tally Accounting package.

Work Conditions
• The job is based in Kampala.
• Working hours:
o Monday to Friday: 8:30 am – 5:00 pm with a one-hour lunch break.
o Saturday: 9:00 am – 1:00 pm.

Work Hours: 8

Experience in Months: 12

Level of Education: Bachelor Degree

Job application procedure

All Applicants shall be required to send their application letter and CV clearly stating their preferred salary (not more than 4 pages) to gkatusiime@g7prime.com  not later than 12th January 2025.
Please note that only shortlisted candidates will be contacted.