Sylvia Mwangi

A professional administrative lead with a successful track record providing high level administration support. I have over 10years experience in all aspects of office management and as a personal assistant. I have high developed organizational and prioritizing skills with the ability to multitask and effectively manage time and responsibilities in order to ensure smooth running of the office.

Aug 2017 – Nov 2022                  Indoors East Africa Ltd 
Office Manager/ Personal Assistant –  Reporting to the Managing Director

Duties
Able to pass information to the MD on the daily happenings in the company.
Documentation of meetings and follow up on pointers of Course of Action.
Filing the MD’s documents
Provide support to MD in setting up Sales meetings and feedback
Compile and update employee record files, ensure that all the documents needed are in the respective employee files.
Process documentation and prepare reports relating to personnel activities as directed by the Finance Manager
Assist in the preparation of regularly scheduled reports
Develop and maintain a filing system
Update and maintain office policies and procedures
Order office supplies and research new deals and suppliers
Maintain contact lists
Submit and reconcile expense reports
Provide general support to visitors
Act as the point of contact for internal and external clients
Generate and send daily reports for active client site.
Ensure projects run smoothly by providing support as requested.
Preparation of project budgets.
Generate Quotations 
Ensure certificate of completion is signed after section or project completion.
Responding to customers inquires, complaints etc via phone and emails.
Following up on existing client’s quotations and deliveries
Receive orders from clients, place the orders and ensuring timely release of products.
Ensuring client information is available to all, by monitoring updates on the CRM from the sales team.
Telesales and sales to walk in clients.
Prepare travel documents, logistics and protocol and visa application for the director

Achievements
Introduced a modern and effective sales report template which helped increase transparency and sales

Sept 2013 – Dec 2016                       GREGO Construction Ltd    
Office Manager –  Reporting to the Director

Duties
Communicate to employees and clients as requested by the Director
Ensure excellent communication channels between Director and employees 
Ensure compliance of all statutory payments NSSF, NHIF & PAYE
Ensure correct documentation and filing of employees leave days
Liaising with suppliers and negotiating on behalf of the company – vendor/supplier management
Keeping the Directors diary
Equipment and facility management
Attend and brief director about site meeting with employees
See to necessary compliance of vehicle insurance and other government requirements are renewed
Assist in research and PowerPoint presentation to the Director and any other department
Attend meetings in the absence of the director and report later (take minutes)
Compile travel and entertainment expense reports of the director
Assist with preparation of the office daily budget. 
Prepare excel accounts of petty cash – basic accounting
Handles incoming and outgoing mail and deliveries
Ensure filling is done correctly and in order
Prepare travel arrangements, logistics and protocols & visa applications for the Director
Perform other administrative or office duties or project as required or assigned

Achievements
Assisted in credit management in account/debt collection by phone and mail, increasing accounts receivables
Reorganized payment procedures by suggesting weekly payments to casuals instead of daily making work easier
Opened up clear channels of communication between the management and the clients
2009 – Aug 2013   GEARR Consultants Ltd    
Personal Assistant/Administrator- Reporting to the Principal Consultant
Duties
Correspondence between the Director and other employees
Keeping of office and the Principal Consultant’s diary and calendar
Taking of minutes general meetings as required and complete research
           on behalf of the Principal consultant.
Data Entry in Excel spreadsheets & QuickBooks.
Manage the company’s social media pages.
Ensure compliance of all statutory payments NSSF, NHIF & PAYE
Ensure office license for City Council registration and insurance renewed.
Customer Relations/Service – Welcome and greet customers 
Preparation Travel arrangements & visa applications for the P.C and staff
Keep records on staff attendance and payroll Management
Procurement and supply management.
Control and account for petty cash including controlling the office
running budget.
Procurement and supply management.
Filter emails, highlight urgent correspondence and
print attachments.
Writing of and issuing cheques.
Bank agent..
Achievements
Improved office efficiency and customer service by overhauling previously haphazard filing system
Introduced clients by tapping into our suppliers

2007 – 2009    Special Olympic Kenya    
Publicity Assistant – Reporting to Publicity Manager

Duties
Writing press releases
Pitching to potential sponsors
Organizing fund raisers and charity luncheons
Liaising with potential media houses on branding Special Olympics
Assist in budgets and deadlines.

EDUCATION

2006 – 2009    Kenya Institute of Mass Communication  Nairobi

Diploma in Mass Communication - T.V Production major
Awarded a Credit  in this Course

2004 – 2005    Christ the King Computer College   Nakuru

Diploma in Computer Packages
Awarded a Distinction in this Course 
12 Packages including Quick Books

2000 – 2003    Eldama Ravine Girls High School    Eldama Ravine

Kenya Certificate of Secondary Education (K.C.S.E)
Awarded a C

1992 – 1999    St. Peters Girls Primary Boarding School  Elburgon

Kenya Certificate of Primary Education