Front Office Stakeholder Engagement

MUTURI ESTHER WANJIKU

Mobile: +254********* Email:**************@*****.***

Professional Experience

Safepak Ltd

Mombasa Road August 2021 – August 2024

Administrator.

Leadership and Delegation: I took charge of all roles that required leadership, overseeing scheduling, logistics, and task distribution, ensuring efficiency and smooth workflow.

Implementation and Decision-Making: I handled tasks that involved critical decision-making, such as improving administrative processes, analyzing situations, and problem-solving.

Communication and Documentation: I was responsible for preparing official communication, managing records (both electronic and physical), and creating reports, letters, and memos.

Stakeholder Engagement: I coordinated with internal and external stakeholders, handling meetings, travel, and accommodation arrangements.

Inventory and Front Office: I maintained inventory, handled stationery requests, and ensured the front office was well-managed to facilitate operations.

Leadership and Delegation: I oversaw task distribution, scheduling, and logistical planning, ensuring smooth operations while assigning duties to teams for maximum efficiency.

Personal Assistant Duties: I managed calendars, scheduled meetings and appointments, organized travel and accommodation, and handled meeting logistics to ensure smooth coordination for senior management.

Implementation and Decision-Making: I took ownership of tasks that required critical decision- making, including analysing situations, improving administrative processes, and problem-solving.

Communication and Documentation: I prepared and managed official communications, reports, memos, and emails. I also maintained electronic and physical filing systems for easy accessibility and accuracy.

Stakeholder Engagement: I liaised between internal and external stakeholders, coordinating meetings, communicating via phone and email, and facilitating positive relationships.

HR Knowledge: I applied HR skills in maintaining staff records, assisting with staff communications, and facilitating key meetings, ensuring compliance and confidentiality.

Inventory and Front Office Management: I managed the inventory, handled stationery requests, and ensured the front office was well-maintained for smooth daily operations. Wheelman’s Tyres and Spares Ngong January 2020 – July 2021

Administrator

Administrative Development: Provided educational opportunities and growth experiences for administrative staff.

Secretarial Tasks: Managed typing, binding, scanning, copying, and filing of documents.

Communication Management: Answered calls, responded to inquiries via phone, email, or in person, and composed emails and letters on behalf of staff.

Supply Management: Kept the inventory up to date by ordering supplies, checking stock levels, and confirming receipt.

Meeting Support: Assisted with meeting planning, recorded minutes, and covered front desk duties when required.

Mail Handling: Sorted and delivered mail and verified reservations for senior staff.

Data Entry and Management: Entered and maintained accurate data in various administrative systems, ensuring that records were updated and easily accessible for staff.

Process Improvement Initiatives: Identified opportunities for improving administrative processes and implemented changes to enhance efficiency, leading to streamlined workflows and reduced response times.

Team Collaboration and Support: Collaborated effectively with various departments to facilitate smooth operations, providing assistance on projects and ensuring alignment with organizational goals.

Rosewood Retirement Home August 2017 – December 2019 Karen

Administrator and Human Resource Assistant.

Leadership in Administrative and HR Operations: I managed key aspects of office administration, ordering supplies proactively and maintaining precise inventory records, ensuring that operational needs were met without delay. Additionally, I contributed to the enhancement of internal systems by suggesting and implementing improvements for greater efficiency.

Payroll and Financial Oversight: I streamlined the payroll processing system, ensuring timely and accurate payments by identifying and correcting timekeeping errors. I also handled petty cash, ensuring it was reconciled and stored according to financial regulations, demonstrating my role in maintaining financial accountability.

Guest Relations and Front Office Leadership: As the first point of contact, I professionally greeted guests, recorded their information, and directed them to the appropriate departments. My role extended to managing communications, ensuring prompt responses to emails and calls, and delivering accurate follow- ups, reflecting my ability to manage both external and internal relations effectively.

HR Support and Employee On boarding: I played a key role in the HR department by assisting in the on boarding and training of new staff, ensuring they were well-versed in company policies and procedures. I also maintained and generated employee attendance records using Excel for statistical analysis and reporting, ensuring compliance with corporate guidelines.

Meeting and Event Coordination: I led the planning of internal meetings, organizing agendas, booking conference spaces, and resolving scheduling conflicts. I ensured that all logistics were in place for smooth execution, reflecting my authority in overseeing administrative operations.

Operational Efficiency and Equipment Management: I maintained office equipment, including printers and copiers, to assist staff with their administrative tasks and ensure smooth daily operations. I also audited databases and performed data entry tasks, ensuring accurate and up-to-date information across the board. Bishop Kamau Ng`echa Girls Ng`echa May 2016 –July

2017

Front Office and Secretary

Reception and Customer Service: Greet and assist visitors, students, and staff professionally. Handle inquiries via phone, email, and in person, directing them as needed.

Administrative Support: Perform secretarial duties (typing, filing, document organization). Maintain accurate student records, attendance, and admissions data.

Communication Management: Prepare and distribute correspondence, reports, and memos. Manage the school’s email and phone communications for timely responses.

Scheduling and Coordination: Schedule meetings, appointments, and school events. Coordinate travel and accommodation for the School Principal.

Inventory and Supply Management: Monitor office supplies and manage inventory requisitions. Ensure a clean and organized front office environment.

Data Management: Maintain student records and administrative databases. Perform data entry tasks and generate reports as required.

Financial Administration: Assist in managing petty cash and processing payments. Handle invoices and transportation requests for the School Principal.

Event Coordination: Organize logistics for meetings and school events (including PTA communications). Prepare materials for internal displays and maintain bulletin boards.

Confidentiality and Compliance: Handle sensitive information discreetly; ensure compliance with data protection regulations. Maintain confidentiality in all communications and documentation.

Continuous Improvement: Suggest improvements to administrative processes and workflows. Stay updated on school policies to provide accurate support to stakeholders.

Assist in onboarding new staff and managing student orientation.

Support the Principal in setting up classroom environments and ensuring facilities are ready for learning.

Help coordinate training sessions and workshops for teachers and staff. Professional Training

Generation Kenya July – August 2021

Digital Customer Service

Alx September – October 2024

Virtual Assistant

Education

Kenya Institute of Management 2017 – 2018

Diploma in Business Management Business Management Option Key Skills:

Leadership & Team Management: Proficient in overseeing teams and ensuring efficient workflows in administrative and HR functions.

Effective Communication: Strong verbal and written skills for managing correspondence and stakeholder engagement.

Administrative & HR Expertise: Skilled in secretarial tasks, payroll processing, compliance with regulations, and maintaining staff records.

Meeting & Event Coordination: Experienced in organizing meetings, managing logistics, and preparing agendas.

Customer Service Excellence: Ability to manage guest relations and maintain positive client interactions.

Financial Management: Competent in payroll systems and petty cash handling.

Problem-Solving: Proven ability to analyze complex situations and implement effective solutions.

Sales & Marketing Skills: Strong in generating leads and developing promotional strategies.

Software Proficiency: Experienced in Google Suite (Calendar, Docs, Sheets, Gmail) and Microsoft Office (Word, Excel, PowerPoint), along with Trello for project management.

Organizational & Time Management: Excellent at handling multiple tasks while maintaining high standards of excellence and attention to detail.

Discretion & Adaptability: Capacity to handle sensitive matters with discretion, demonstrating a flexible and proactive approach to work.

Strategic Thinking: Ability to think strategically while managing the finer details effectively. Referees

Isabel Mwangi

Supervisor, Safepak Ltd

Email: **********@*****.***

John Mathiah

Manager: Wheelman’s Tyres and Spares

Email: ********.**@*****.***

Alex Mathenge

Sales Manager: Kenya Wildlife Service

Email: *********@***.**.**

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