Receptionist and Admin Assistant

TrailMyCar Solutions is a leading provider of innovative vehicle tracking and fleet management solutions. We are committed to delivering top-notch services that ensure our clients’ vehicles are always monitored and secure. Join our dynamic team and play a key role in driving the growth of our business.

Job Overview:

We are seeking a highly motivated and professional Receptionist and Admin Assistant to join our Thika office. This dual-role position is critical in ensuring smooth front office operations while providing essential administrative support to the office. The ideal candidate will excel in customer service, be detail-oriented, and possess basic accounting knowledge to support financial processes. If you are organized, approachable, and thrive in a fast-paced environment, we encourage you to apply.

Key Responsibilities:

Receptionist/Administration Duties:

• Greet and welcome visitors in a professional and friendly manner, ensuring a positive first
• Answer, screen, and forward incoming phone calls and emails to the appropriate personnel.
• Manage front office operations, handling inquiries and directing visitors to the appropriate department or staff member.
• Schedule and manage appointments, meetings, and conference room bookings
• Manage incoming and outgoing mail, packages, and courier
• Coordinate travel arrangements for staff, including booking tickets, accommodation, and preparing related documentation.
• Responsible for cleaning and maintaining the entire office to ensure a tidy, organized, and professional environment that upholds the company’s image.

• Monitor and replenish office supplies, managing inventory levels to ensure
• Assist in preparing reports, presentations, and correspondence as
• Maintain and update company databases and records with
• Organize and manage filing systems, ensuring timely retrieval of
• Coordinate internal and external meetings, including preparing agendas and taking minutes.
• Act as a liaison between departments to facilitate smooth communication and

Accounting Duties:

• Assist in maintaining accurate and up-to-date financial records in line with company policies.
• Process invoices, receipts, and payments, ensuring timely and accurate data entry.
• Reconcile accounts, including bank and ledger accounts, and assist in resolving discrepancies.
• Prepare basic financial reports for review by the finance team or
• Ensure compliance with accounting standards and internal financial
• Provide support during audits by organizing and preparing relevant financial

Key Qualifications:

• A diploma or degree in Business Administration, Office Management, or a related field is preferred.
• Minimum of 3-5 years of experience in a receptionist or front office
• Basic knowledge in accounting will be an added advantage
• Strong communication and interpersonal
• Proficient in MS Office (Word, Excel, Outlook).
• Excellent time management and multitasking
• Ability to maintain confidentiality and handle sensitive
• Professional and welcoming
• Strong organizational skills and attention to detail.