Executive Assistant

Julius Wanderi Ngugi Email address: **************@*****.*** Phone Number: +254*********

PERSONAL STATEMENT

Julius is a reliable and motivated executive with a proven track record in office operations and administration. With over 7 years of experience, he excels in managing accounts, budgeting, customs compliance, inventory control, customer service, and transportation logistics. His expertise in problem-solving, customer service, and interpersonal skills make him a results-focused Operations Manager who streamlines operations to reduce costs and promote organisational efficiency.

Reporting directly to the CEO and Founder at Etiba, Julius is highly proficient with Microsoft Office, Outlook, Odoo ERP, Zoho CRM, and CRM HubSpot. Senior executives consistently rely on him to maintain schedules, oversee meetings, and improve customer relations. Julius is seeking to leverage his leadership excellence and raise KPIs for goal oriented organisations. RELEVANT SKILLS

● Order picking and processing of clientele portfolio for Telkom Kenya, Colgate Palmolive Tanzania, Airtel Uganda,World Courier, Fosroc Kenya, Quipbank Trust Limited, Platinum Credit, Momentum Credit and Premier Credit Ltd among others.

● Teamwork: Responded to client, dealers, drivers, internal and vendors’ phones and email enquiries.

● Research Skills: through preparing reports and proposals for clients.

● Identifying and resolving escalated concerns and issues in a timely manner.

● Excellent written and verbal communication skills, including dealing with customer complaints and giving formal presentations to executives.

● Experience planning, coordinating and facilitating physical and remote video conferences

● Experience in management and leadership, delegating tasks and training new recruits. RELEVANT TRAINING

March 2019 –May 2019 Yusudi Africa Ltd Business Development Training Courses Relevant: Prospecting, Product Value Proposition, Representational Systems, Marketing Research, Personal Management, Business Communication, Lead Management, Networking and Emotional Intelligence. Achievements

● Profiled potential prospects via predetermined criteria and recorded all activities in CRM.

● Developed a business model for a mobile beauty parlour using the lean canvas.

● Researched and prospected for Sundrop Events through finding prospects and converting them into leads and clients.

● Knowledge in financial freedom, financial management and entrepreneurship. WORK EXPERIENCE

November 2023 - Present Etiba Home-Healthcare Personal Assistant E-Tiba is a medical digital platform that connects patients to caregivers via USSD code, mobile application and website.

Achievements

● Management of the director's calendar, scheduling meetings, and coordinating appointments.

● Handling correspondence, including emails, letters, and phone calls, on behalf of the director.

● Organise travel arrangements and accommodations for the director and other team members.

● Assist in preparing presentations, reports, and other documents.

● Conduct of research and gathering information as needed for projects or meetings.

● Liaising with other departments and external stakeholders on behalf of the director.

● Managing expenses and processing invoices.

● Providing administrative support during meetings, including taking minutes and following up on action items.

● Handling confidential information with discretion and professionalism.

● Anticipating the director's needs and proactively addressing them to ensure smooth operations. September 2022 – October 2023 Vehicle & Equipment Leasing Ltd Administrator & Fleet Manager

Vehicle and Equipment Leasing Limited (VAELL) is an independent asset leasing, maintenance and consulting company established in 2006. Vaell is the foremost expert in asset & plant lease, acquisition and maintenance, providing services in an array of sectors across the economy with fully fledged subsidiaries in five countries. Achievements

● Assets and fleet management for leasing clients, rentals and sales of assets. Ensuring service and repairs are done as expected without failure and knowing their whereabouts. Fleet includes salon cars, double cabins and pickups, trucks, trailers and yellow equipment among others.

● Management of Forklifts operations, recording time taken for tasks to be completed, payment follow ups and maintenance including service in the Industrial Area, Naivasha and the East African region as a whole.

● Excellent Customer care, communication & response to clients grievances.Clients managed include Telkom Kenya, Go Electric, World Courier, Fosroc, Colgate Tanzania, Weetabix among others

● Supplier management of vehicles and equipment and their spare parts as expected. Price rigour before purchase is done to different quotations shared.

● Mechanic management to ensure work is done as expected and on time.

● Compliance to company policies and procedures as expected

● Timely reports and documentation of repair documents

● Cash management when making garage payments and handling petty cash as well preparing fleet budgets for repairs and service.

● Car hire contracts/ agreements preparation for clients

● Supervisory role when updating dashboards after confirmation with other account managers

● Procurement of spare parts and supply of the same depending on demand.

● Use of Odoo ERP in business management.

● Sourcing of garages, mechanics, drivers and maintaining a healthy working environment with them.

● Receive all payments documents from garages and verifying their credibility for accountability with the procurement department.

June 2020 – August 2022 Eezy Group Dispatch

Supervisor & Administrative Executive

Eezy Group specialises in tracking, valuation, repossession, storage and auctioneering solutions to the Financial, Leasing and Insurance Industries.

Achievements

● Receiving manual instructions and updating them on the zoho setup for installation of tracking devices.

● Contacted and scheduled all clients set for installation and de-installation of tracking devices under Platinum Credit Ltd, Momentum Credit Ltd and Premier Credit Ltd.

● Increased area coverage by 50% through effective scheduling of technicians and detailed location monitoring.

● Implemented schedule and policy changes and collaborated with management to formulate new procedures, policies and goals.

● Verified system information on new vehicle receipts, identification numbers and licence number plates and resolved any discrepancies.

● Ensure the ongoing safe operation and utilisation of all fleet equipment and company procedures.

● Update payments tracker for payments done to business sources for tracking installation and deinstallation on a weekly basis and shared out with the operation manager.

● Made follow-ups on all pending installations and de-installations and gave feedback to the creditors for relevant assistance.

● Collaborate cross functionally with operations and other departments on fleet management

● Incharge of the day today functions of the dispatch department while assigning jobs to more than forty technicians across the country.

● Assist in photocopying, scanning and sending of program and payment support documents and ensuring filing is complete, accurate, up to date and in correct order to facilitate checks and audits.

● Conflict resolution that may arise in his line of duty June 2019 – June 2020 Eezy Group Head of Control Room Achievements

● Oversaw more than 2,500 vehicles on fleet page and regularly delegated responsibilities related to monitoring, testing, and reporting leading to 98% success rate on recovery.

● Troubleshoot malfunctioning equipment and developed creative solutions to maintain processes throughout regular maintenance and occasional repairs.

● Maintained real-time logs, compiled reports, and filled out detailed checklists for accurate record-keeping and accessibility for superiors.

● Actively prepared for emergency situations, such as blackouts, by training team members on response tactics, verifying the condition of backup resources, and storing backend information in a secure location.

● Compiled offline device status report indicating all offline devices on the tracking platform on an Excel Spreadsheet.

● Prepared and balanced financial reports, verifying accuracy between the Primary data centre and the backup facility.

● Assisted with Quality Assurance testing and Balancing.

● Contacted and scheduled vehicles set for tracker repairs for Platinum Credit. December 2018 – March 2019 Dalab Construction Ltd Fleet Administrator Dalab Construction Limited specialises in the construction of roads and industrial parks, offering comprehensive services from initial design to final execution. They ensure high-quality infrastructure by integrating advanced engineering techniques and adhering to strict industry standards. Their projects enhance connectivity and industrial development, supporting economic growth and sustainability Achievements

● Negotiated and managed relationships with suppliers of fuel, tyres and cranes.

● Ensured all vehicles were fully checked prior to going out and that they were safe and clean to drive.

● Ensured that service records were kept in accordance with company policy and in compliance with the regulatory standards.

● Ensured the effective and timely maintenance, servicing and repairing of all fleet vehicles in order to minimise downtime.

● Filled in driver time sheets and other documentation like fuel cards receipts.

● Undertook regular spot safety inspections of all vehicles to check for wear, damage and maladjustment.

December 2016-September 2018 Dalab Construction Ltd Team Supervisor Achievements

● Assigned projects and tasks to more than 300 employees based on their competencies and specialties.

● Developed and maintained accurate records using spreadsheets of all company fleet assets and associated programs as directed by the fleet manager.

● Supported and provided guidance in responding to emails and phone queries.

● Planned and arranged maintenance for over 40 vehicles and machinery.

● Processed all monthly invoices on fuel and provided a report for the finance department.

● Investigated and reported on incidences for all vehicle accidents.

● Banked cash inflows as required, leading to efficiency and easy accountability.

● Maintained a bank of money in the register drawers that had to be verified. EDUCATION BACKGROUND

September 2013 – November 2018 Kenyatta University Bachelor of Arts (Economics and Psychology) January 2009 – November 2012 Kanunga High School Kenya Certificate of Secondary Education REFEREES

Eng. Antony Muriithi Mwangi

Director Dalab Ltd +254*********

***********@*****.***

Dinah Musasiah

Customer Service Manager Eezy Group +254********* *****.********@*****.***

Denis Mwangi

Assets Manager Vaell +254*********

*********@*****.***

Loise Wanjiku Ngugi

CEO & Founder Etiba +254*********

***************@*****.***

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