Facility Admin

INDUSTRY: PET CARE SERVICES

SALARY: KSHS.25,000

JOB LOCATION: KAREN (KERARAPON ROAD)

DUTIES AND RESPONSIBILITIES

Front Desk & Client Interaction

• Serve as the first point of contact for walk-in clients, phone calls, WhatsApp messages, and emails
• Handle inquiries about services, availability, pricing, and booking procedures
• Maintain a friendly, helpful, and professional demeanor with all clients
• Manage client check-in/check-out process for pets (boarding, grooming, daycare)

Booking & Scheduling

• Maintain the facility’s daily, weekly, and monthly service calendar
• Schedule appointments for grooming, boarding, daycare, vet visits (if applicable)
• Confirm, reschedule, or cancel bookings as needed and communicate with clients promptly
• Coordinate pet pickup/drop-off logistics with clients and drivers (if offered)

Documentation & Records Management

• Maintain accurate and up-to-date records of all pets under care (vaccination status, feeding instructions, medical notes, etc.)
• Ensure client and pet files are well organized in both digital and physical formats
• Manage consent forms, service agreements, incident reports, and other documents

Operational Support

• Liaise with the Operations Manager and support team to ensure smooth daily operations
• Communicate pet-specific instructions or client preferences to handlers and caregivers
• Monitor pet stay durations and alert management of upcoming check-outs or overstays
• Support in generating daily/weekly service reports and summaries

 Inventory & Supplies Management

• Track usage of consumables and supplies (cleaning products, grooming materials, pet food, etc.)
• Maintain supply inventory and alert management when restocking is needed
• Coordinate purchases or supplier deliveries in collaboration with the Operations Manager

Staff & Facility Coordination

• Assist in coordinating staff shift schedules and tracking attendance
• Ensure cleanliness and orderliness of the front office and reception area
• Maintain basic office supplies and equipment (printers, computers, stationery)

Customer Service & Issue Resolution

• Handle client feedback, suggestions, and complaints professionally
• Escalate complex issues to management while providing timely initial responses
• Follow up with clients after service (e.g., pet boarding) to ensure satisfaction

KEY REQUIREMENT SKILLS AND QUALIFICATION

• Diploma or Degree in Business Administration, Office Management, or any related field
• Minimum of 2 years’ experience in a similar administrative role; experience in a school or child-care setup is highly preferred
• Demonstrated ability to work with children in a friendly, responsible, and caring manner
• Strong organizational and multitasking abilities
• Excellent written and verbal communication skills
• Good interpersonal skills and a warm, approachable personality
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook)
• High level of integrity, discretion, and professionalism