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Office Manager (1)


Office & Admin

Deadline: 29th, August 2017

Job Description

This role requires a hard-working person who will offer full dedication to the job.
The tasks involve making calls to prospects, corresponding via E-mail, Phone and other Digital Media services such as WhatsApp, Facebook etc .. to client prospects, and responding to inquiries by sending product brochures and quotations for our services.


The role would also involve issuing Invoices, organizing site visits, maintaining a directory of services providers, and handling “bidding” for services on behalf of our clients.
Overall, the Office Manager will assist Management in nearly all daily chores of running the company.

Job Details

Customer Care, Sales and Marketing

Reports to: Management

Supervises: Service Providers, Company Staff or any other as designated by management

ABOUT MAPENZI EVENTS LTD

Mapenzi Events LTD is an Events Management company that’s also involved in Food Catering, provision of Beverages and Décor among other services.

Our focus is planning of events that includes Corporate events (Cocktails, product launch etc..), Weddings and Introductions (Kwanjula, and Kuhingira or such similar events), private parties such as baptism, house warming and or such private events.

Because of a steady growth, and so as to support our team we want an Office Manager to take leadership and be a coordinator of our business.

SUBJECT AND DESCRIPTION

Job Summary

This role requires a hard-working person who will offer full dedication to the job.
The tasks involve making calls to prospects, corresponding via E-mail, Phone and other Digital Media services such as WhatsApp, Facebook etc .. to client prospects, and responding to inquiries by sending product brochures and quotations for our services.

The role would also involve issuing Invoices, organizing site visits, maintaining a directory of services providers, and handling "bidding" for services on behalf of our clients.
Overall, the Office Manager will assist Management in nearly all daily chores of running the company.

KEY ROLES AND RESPONSIBILITIES

  • Correspond with client prospects, and make follow-ups on sales leads.
  • Organize office with systematic filing of hard copy and soft copy documentation.
  • Be in charge of Customer Care using several media services that include E-mail, the Phone, Facebook, Instagram, WhatsApp, SMS etc .. and make sure the company has at all times a good reputation on timely replies to inquiries.
  • Issue quotations and Invoices in a timely way, and ensure collection of Accounts Receivables
  • Maintain an accurate database of suppliers, and be the one to the liaison with pre-qualified suppliers.
  • Be at hand to organize site visits to event venues by assigning the right resource, and making sure the outcome of site visits is captured and utilized with client quotations.
  • Schedule and plan internal meetings, and to make appointments for external meetings.
  • Monitor office supplies and services making sure of proper use, and to make sure that usage cost is within budget.
  • Assist Management at all times on assignments that may be given to you.


We want someone with some of these attributes.

  • Confident, and can keep Confidentiality of Company Secrets
  • One with attention to detail with minimum errors and mistakes
  • Self-motivated, Dependable, Reliable and Good Customer Care Instincts
  • Good Verbal and Written Communication skills
  • Good Interpersonal skills especially in negotiations
  • Good Telephone Etiquettes
  • Meeting planning and scheduling skills


EDUCATION, EXPERIENCE AND WORK HOURS

First degree or equivalent in a relevant discipline i.e Business Administration, SWASA, Accounting, or self-taught individual with can demonstrate the attributes listed here for this job.

Proficiency in use of computers especially with use of the Microsoft Suite, good knowledge of the Internet and use of new media Services i.e. Facebook, SMS, WhatsApp etc ..



Working conditions: The Company Offices are in Bbunga

The position is full time.

Working hours ordinarily shall be 8:00 am to 5 PM (Monday to Friday), however as we’re an Events company there will a need to be available at client events venues which usually would be outside of the normal working hours


Closing Date: 29th August, 2016

Additional Requirements

Employment Type: Contract

Place of duty: Kampala
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