SALMA HAMIS NGAO

MD Coordinator | Executive Office

MD Coordinator with 10+ years of experience in executive support, office administration, financial administration, and operations coordination. Skilled in managing executive calendars, financial processes including QuickBooks, and coordinating multiple departments and stakeholders. Seeking to leverage my organizational and administrative expertise to support executive leadership effectively.

P.O. Box 87902–80100, Mombasa
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Language
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Skills
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Certification
Work Experience
MD’s Coordinator
Busia Sugar Industry Ltd
Mar 2021 — Present
  • Delivered high-level administrative and executive support to the MD
  • Managed the MD’s calendar, appointments, meetings, and daily priorities
  • Facilitated internal and external meetings, ensuring timely preparation of supporting documents
  • Crafted meeting agendas, minutes, executive briefs, memos, and correspondence
  • Monitored management action points, deadlines, commitments, and follow-ups
  • Coordinated the submission of departmental reports and information to management
  • Acted as a key liaison between the MD, departments, sister companies, clients, and external stakeholders
  • Filtered and prioritized incoming and outgoing correspondence
  • Managed confidential emails, executive communications, and sensitive documentation with discretion
  • Oversaw visitors and stakeholders in the MD’s office, maintaining a professional corporate image
  • Executed monthly bank reconciliations, debt collection, and weekly casual payments
  • Sustained accurate electronic and physical filing systems
  • Executed additional strategic and administrative duties assigned by management
Administrative & Secretarial Assistant
Coast Cables Ltd
Apr 2018 — Jun 2019
  • Supported senior management with administrative and secretarial functions
  • Managed emails, telephone calls, customer communication, and correspondence
  • Assisted the Chief Accountant with accounting and reporting activities
  • Managed petty cash, RTGS payments, and online banking transactions
  • Prepared LPOs, proforma invoices, IDFs, and official correspondence
  • Coordinated importation processes and monitored shipments
  • Prepared payroll and statutory deductions, including PAYE, NHIF, and NSSF
  • Prepared cheques and coordinated supplier and utility payments
  • Managed document control, filing, and stationery procurement
Office Administrator
Jaykay Construction Co. Ltd
Jul 2014 — Dec 2017
  • Managed day-to-day office administration and business operations
  • Liaised with suppliers, contractors, employees, clients, and other stakeholders
  • Prepared and filed PAYE, NHIF, NSSF, and VAT returns
  • Coordinated payment of rent, utilities, internet, security, and other office expenses
  • Implemented office systems, procedures, and administrative controls
  • Supervised office maintenance, housekeeping, and workplace organization
  • Coordinated procurement of office supplies, furniture, and equipment
  • Prepared casual payrolls and expenditure reports
  • Prepared debit notes and credit notes
  • Maintained company records, LPOs, and data-entry systems
Administrative Attachment
City Council of Nairobi
Oct 2012 — Dec 2012
  • Prepared payment vouchers using LAIFOMS
  • Prepared payment certificates and reviewed supporting documents
  • Examined cheques and audited revenue books
  • Maintained filing systems for claims and official records
  • Conducted stock-taking of office supplies
Accounts Assistant
Athman Errey & Co
Sep 2009 — Apr 2010
  • Maintained company and client records
  • Performed accounting data entry
  • Calculated PAYE and prepared VAT returns
  • Maintained audit books and supporting documentation
  • Prepared fee notes and management accounts
  • Supported general accounting and administrative functions
Skills
Executive SupportOffice AdministrationFinancial AdministrationCalendar ManagementMeeting CoordinationDebt CollectionBank ReconciliationPayroll SupportExecutive & MD SupportExecutive Calendar ManagementMeeting & Board CoordinationConfidential CorrespondenceManagement ReportingClient RelationsPetty Cash ManagementProcurement & LPO ProcessingDocument & Records ManagementShipment & Dispatch CoordinationTeam CoordinationCustomer Complaint ResolutionMicrosoft Office SuiteElectronic Records ManagementDigital DocumentationFinancial & Administrative Systems
Education
Bachelor of Business Administration, Accounting & Finance
Kenya Methodist University
Diploma in Business Administration
Moi University
2008 — 2009Distinction
KCSE
Kitengela Girls High School
2004 — 2007Grade B-
Certifications
Certificate in Administration Management & Communication Skills
National Industrial Training Authority (NITA)
Aug 2023
Languages
English
Fluent
KEY PROFESSIONAL STRENGTHS
Executive Support & Discretion
  • Trusted with confidential executive, financial, and organizational information.
Organization & Time Management
  • Able to manage multiple priorities, deadlines, meetings, and administrative responsibilities efficiently.
Financial Administration
  • Experienced in invoicing, receivables, reconciliations, debt collection, payments, payroll support, and expenditure administration.
Communication
  • Strong written and verbal communication skills with executives, employees, customers, suppliers, and external stakeholders.
Problem Solving
  • Able to handle inquiries, complaints, escalations, and time-sensitive administrative matters professionally.
Adaptability
  • Quick learner with the ability to adopt new systems, processes, and technologies.
REFEREES
Ali Ahmed Taib
Managing director Busia Sugar Industry Ltd

Tel: 0722523733

Mr. Atul P. Shah
Director, Coast Cables Ltd

Tel: 0725 953 100

Rahma Ali
Administrator, Potreiz Hospital

Tel: 0724 832 828

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