Microsoft Outlook
Jamal Gary
Justin
Nairobi
Summary
Experienced Administration Professional with a proven track record in optimizing productivity, efficiency and service quality across various environments. Highly dependable, ethical and reliable support specialist and leader that blends advanced organizational, technical and business acumen. Works effectively with cross-functional teams in ensuring operational and service excellence.
Overview
15
15
years of professional experience
4
4
years of post-secondary education
Work History
Administrative Manager
Mara Conservancy
Nairobi
07.2019 - Current
- Oversaw office inventory activities by ordering and requisitions and stocking and shipment receiving.
- Trained employees in company and regulatory compliance requirements to promote conformance.
- Established workflow processes, monitored daily productivity, and implemented modifications to improve overall performance of personnel.
- Interviewed, recruited and onboarded new staff for high-performing administration teams.
- Supervised staff and delegated tasks to maintain positive, productive administrative operations.
- Updated reports, managed accounts, and generated reports for company database.
- Streamlined and improved administrative operations by identifying automation opportunities.
- Verified customer information for orderly, up-to-date online systems.
- Coordinated customer, vendor and stakeholder relations for smooth communication flows.
- Met department budgets by monitoring and reporting on office expenses.
- Analyzed data related to administrative costs and spending trends to prepare budgets for personnel.
- Delivered performance reviews, recommending additional training or advancements.
- Communicated corporate objectives to various divisions to meet deadlines and adhere to company budgets.
- Developed and implemented improved filing systems for enhanced order and accuracy.
- Improved customer satisfaction scores through application of superior conflict resolution and problem-solving skills.
- Created organized filing system to manage department documents.
- Coordinated office events, seminars and meetings for staff and clients.
- Completed monthly payroll for 208 employees.
- Identified opportunities to streamline processes and improve office operations and efficiency.
- Built highly-efficient administrative team through ongoing coaching and professional development opportunities.
- Built and managed processes for tracking and monitoring department performance.
- Oversaw appointment scheduling and itinerary coordination for both clients and personnel.
- Hired, managed, developed and trained staff, established and monitored goals, conducted performance reviews and administered salaries for staff.
- Improved office operations by automating client correspondence, record tracking and data communications.
- Analyzed and solved multi-faceted problems that effected executive leaders and business initiatives.
- Developed internal requirements and standards to minimize regulatory risks and liability across programs.
- Managed supervisor itinerary and appointments and streamlined scheduling procedures.
- Organized and updated databases, records and other information resources.
- Cultivated strong relationships with vendors and partners supporting administrative operations.
- Implemented project management techniques to overcome obstacles and increase team productivity.
- Optimized organizational systems for payment collections, AP/AR, deposits, and recordkeeping.
- Maintained primary relationship accountability for clients, overall servicing responsibility and client satisfaction to maximize profitability of client relationships.
- Created reports, presentations and other materials for executive staff.
Administrative Officer
Mara Conservancy
Nairobi
08.2016 - 06.2019
- Managed files and records for clients and adhered to safety procedures to prevent breaches and data misuse.
- Supervised and guided new employees and responded quickly to questions to improve understanding of job responsibilities.
- Oversaw office inventory activities by ordering and requisitions and stocking and shipment receiving.
- Analyzed data related to administrative costs and spending trends to prepare budgets for personnel.
- Updated reports, managed accounts, and generated reports for company database.
- Delivered performance reviews, recommending additional training or advancements.
- Communicated corporate objectives to various divisions to meet deadlines and adhere to company budgets.
- Set priorities and problem-solved workflow issues to maintain rapport with customers and managers.
- Consulted with company management to assess requirements and develop operational enhancements to streamline processes and increase team performance.
- Created, prepared, and delivered reports to various departments.
- Prepared reports to assist business leaders with key decision making and strategic operational planning.
- Prepared agendas and took notes at meetings to archive proceedings.
- Executed record filing system to improve document organization and management.
- Answered multi-line phone system, routing calls, delivering messages to staff and greeting visitors.
- Sorted and distributed office mail and recorded incoming shipments for corporate records.
- Developed and updated spreadsheets and databases to track, analyze, and report on performance and sales data.
- Restocked supplies and placed purchase orders to maintain adequate stock levels.
- Received and sorted incoming mail and packages to record, dispatch, or distribute to correct recipient.
- Scheduled office meetings and client appointments for staff teams.
- Negotiated contracts with vendors and suppliers for office supplies, equipment and services.
- Developed strategies to streamline and improve office procedures.
- Created and maintained databases to track and record customer data.
- Drafted correspondence and other documents for CEO and department heads in company's voice.
- Coordinated and scheduled meetings and conference calls to optimize scheduling of senior staff.
- Assisted development and implementation of new administrative procedures.
- Managed department budgets and generated financial reports for management review.
- Processed customer orders accurately and within agreed timeframes to meet service standards.
Administration Officer
Mara Conservancy
Nairobi
10.2014 - 06.2016
- Prepared agendas and took notes at meetings to archive proceedings.
- Screened and transferred incoming calls, took down messages, and transmitted information and documents to internal personnel.
- Aided colleagues, managers, and customers through regular communication and assistance.
- Administered yearly budget to manage office requirements such as service contracts, postage costs and supply replenishment.
- Created, prepared, and delivered reports to various departments.
- Processed purchase orders, service contracts and financial reports.
- Managed daily payment processing and drafted related financial documents.
- Drafted and distributed invoices for outstanding payments.
- Managed team petty cash, purchase orders and account transactions.
- Contributed to team goal-achievement by collaborating with staff to develop customer service improvement initiatives.
- Managed company schedule to coordinate calendar and arrange travel.
- Delivered performance reviews, recommending additional training or advancements.
- Set priorities and problem-solved workflow issues to maintain rapport with customers and managers.
- Entered and maintained departmental records in company database.
- Computerized office activities, maintained customer communications, and tracked records through delivery.
- Collected, validated, and distributed information to employees.
- Maintained personnel records and updated internal databases to support document management.
- Studied processes, implemented cost reductions and developed reporting procedures to maintain administrative workflow.
- Coordinated with human resources department to handle payroll and personnel databases.
- Troubleshot employee concerns and recommended corrective actions to resolve issues.
- Drove marketing initiatives to increase brand recognition, facilitate promotion and boost revenue.
- Completed forms and reports to facilitate admission, transfer or discharge.
- Networked with industry professionals to exchange best practice knowledge and stay abreast of latest developments.
- Targeted new customers to grow geographic reach and increase revenue.
- Generated reports to suggest corrective actions and process improvements.
- Leveraged bookkeeping software and automated processes to reduce errors.
- Evaluated operational practices and identified improvement opportunities to develop revisions for systems and procedures.
Office Administrator
Mwagambo and Okonjo Advocates
Nairobi
09.2011 - 09.2014
- Answered multi-line phone system, routing calls, delivering messages to staff and greeting visitors.
- Coordinated communications, financial processing, registration, recordkeeping, and other administrative functions.
- Tracked office supplies and restocked low items to keep team members on-task and productive.
- Applied advanced administrative and analytical skills in overseeing day-to-day operational activities.
- Interacted with customers by phone, email, or in-person to provide information.
- Organized, facilitated and participated in community service efforts.
- Managed and properly accounted for petty cash issued to facilitate general office activities.
- Edited documents to improve accuracy of language, flow, and readability.
- Monitored and oversaw general cleaning of office in line with company cleanliness standards.
- Assisted in preparation and processing of payroll to facilitate prompt staff payments.
- Reconciled account files and produced monthly reports.
- Scheduled conference rooms, prepared agendas, and maintained calendars to prepare for meetings and events.
- Oversaw maintenance of office facilities and equipment by collaborating with and inspecting work of repair contractors.
- Maintained electronic and paper filing systems for easy retrieval of information.
- Facilitated office productivity, coordinating personnel schedules, quality assurance and procedural improvements.
- Evaluated employee performance and conveyed constructive feedback to improve skills.
- Successfully managed budgets and allocated resources to maximize productivity and profitability.
- Opened and closed location and monitored shift changes to uphold successful operations strategies and maximize business success.
- Developed detailed plans based on broad guidance and direction.
- Reduced waste and pursued revenue development strategies to keep department aligned with sales and profit targets.
- Assisted in organizing and overseeing assignments to drive operational excellence.
- Established team priorities, maintained schedules and monitored performance.
- Launched quality assurance practices for each phase of development
- Managed senior-level personnel working in marketing and sales capacities.
- Planned, created, tested and deployed system life cycle methodology to produce high quality systems to meet and exceed customer expectations.
- Established performance goals for employees and provided feedback on methods for reaching those milestones.
- Defined clear targets and objectives and communicated to other team members.
- Recruited, interviewed and hired employees and implemented mentoring program to promote positive feedback and engagement.
- Improved staffing during busy periods by creating employee schedules and monitoring call-outs.
- Maintained professional demeanor by staying calm when addressing unhappy or angry customers.
- Trained personnel in equipment maintenance and enforced participation in exercises focused on developing key skills.
- Streamlined and monitored quality programs to alleviate overdue compliance activities.
- Maintained positive customer relations by addressing problems head-on and implementing successful corrective actions.
- Set aggressive targets for employees to drive company success and strengthen motivation.
- Leveraged data and analytics to make informed decisions and drive business improvements.
- Identified and communicated customer needs to supply chain capacity and quality teams.
- Controlled resources and assets for department activities to comply with industry standards and government regulations.
- Used industry expertise, customer service skills and analytical nature to resolve customer concerns and promote loyalty.
- Cultivated positive rapport with fellow employees to boost company morale and promote employee retention.
Office Assistant
Mwagambo and Okonjo Advocates
Nairobi
05.2008 - 08.2011
- Welcomed office visitors and alerted staff to arrivals of scheduled appointments.
- Completed clerical tasks such as filing, copying, and distributing mail.
- Delivered clerical support by handling range of routine and special requirements.
- Interacted with customers by phone, email, or in-person to provide information.
- Assisted with budgeting and financial management to keep office operating within budget.
- Scheduled and coordinated travel arrangements for office staff members.
- Created purchase orders and tracked invoices to avoid missed or delayed shipments.
- Submitted employee payroll documentation weekly to avoid errors and kept employees paid accurately and on time.
- Collaborated with various departments to complete assigned tasks.
- Organized events and meetings to maximize capacity and keep event venues running smoothly.
- Ordered office supplies and kept office stocked with needed resources to operate smoothly.
- Managed daily data entry and kept clerical information accurate and up-to-date.
- Monitored security to help maintain equipment, data and information safety.
- Prepared and edited documents to produce precise, accurate and professional communication.
- Maintained and updated office records, both digital and physical.
- Answered and managed incoming and outgoing calls while recording accurate messages for distribution to office staff.
- Utilized office management software to record and track customer information.
- Compiled and analyzed data to produce reports.
- Coordinated travel arrangements for staff members.
- Kept office supplies well organized and sufficiently stocked, placing orders promptly to replenish materials before depleted.
- Managed incoming correspondence to enhance employee performance and reduce time spent on processing and responding.
- Purchased and maintained office supplies.
- Informed and supported business leaders through consistent communication and administrative support duties.
- Edited and proofread documents for accuracy and completeness.
- Processed incoming and outgoing mail and packages according to established procedures.
- Assisted with onboarding of new employees.
- Coordinated and scheduled meetings and appointments.
- Edited documents to keep company materials free of grammar errors.
- Reviewed files, records and other documents to obtain information to respond to requests.
- Promptly received and forwarded incoming communications, such as phone calls, emails and letters, to appropriate staff.
- Fostered operational efficiency and compliance with company policies through effective coordination of office activities.
- Input data into spreadsheets and databases.
- Monitored and tracked budgets and expenses.
- Supported staff on special assignments and ad hoc projects.
- Created and maintained detailed records of all office activities.
Education
Master of Arts - International Relations
United States International University
Nairobi, Kenya 01.2023 - Current
BBA - Procurement And Supply Chain Management
Kenya Methodist University
Meru, Kenya 09.2016 - 10.2019
Certificate - Computerized Accounting
Star College of Management Studies
Nairobi, Kenya 01.2019 - 04.2019
Certificate - Introduction To Office & Administrative Management
Alison University
Ireland 04.2022 - 10.2022
Skills
Documentation and control
Policy and procedure modification
Performance improvement
Sorting and labeling
Workflow planning
Staff Management
Bookkeeping
Strategic planning
Presentation design
Contract negotiations
Office management
Scheduling
Office administration
Database administration
Business administration
Project Management
Account Reconciliation
Expense reporting
Credit and collections
Travel coordination
Payroll and budgeting
Budgeting
Administrative support
Relationship building
Technical Support
Software
Microsoft Word
Mirosoft Excel
Microsoft Powerpoint
Sage
Timeline
Master of Arts - International Relations
United States International University
01.2023 - Current
Certificate - Introduction To Office & Administrative Management
Alison University
04.2022 - 10.2022
Administrative Manager
Mara Conservancy
07.2019 - Current
Certificate - Computerized Accounting
Star College of Management Studies
01.2019 - 04.2019
BBA - Procurement And Supply Chain Management
Kenya Methodist University
09.2016 - 10.2019
Administrative Officer
Mara Conservancy
08.2016 - 06.2019
Administration Officer
Mara Conservancy
10.2014 - 06.2016
Office Administrator
Mwagambo and Okonjo Advocates
09.2011 - 09.2014
Office Assistant
Mwagambo and Okonjo Advocates
05.2008 - 08.2011