Office Administration Assistant - Nairobi, Nairobi County

Job summary

Responsibilities

• Manage day-to-day office operations and ensure a well-organized working environment
• Maintain cleanliness, orderliness, and readiness of office facilities and equipment
• Handle office supply inventory, vendor coordination, and procurement follow-ups
• Oversee office maintenance, repairs, and logistics support for internal and external activities

Documentation & Communication

• Draft, proofread, and format correspondence, reports, memos, and company documents
• Maintain both digital and physical filing systems for company records and project documentation
• Manage incoming and outgoing correspondence (letters, parcels, official emails)
• Ensure timely internal communication between departments and management

Front Office & Liaison Activities

• Act as the first point of contact for visitors, clients, and vendors
• Handle phone calls, schedule appointments, and coordinate meetings for management
• Liaise with clients, service providers, and partners professionally and promptly
• Facilitate travel arrangements, hotel bookings, and logistics for team members or visiting clients

Petty Cash & Finance Support

• Manage petty cash transactions and maintain accurate records
• Prepare expense reports, payment vouchers, and reconciliations
• Coordinate with the accounts team to ensure timely submission of expense claims and receipts
• Support procurement and invoice tracking as needed

Team Coordination & Support

• Assist management and project teams with scheduling, documentation, and logistical support
• Follow up on pending tasks, deadlines, and communications across departments
• Maintain a staff attendance register and update leave records where required
• Support event planning, staff meetings, and internal communication activities

Compliance & Confidentiality

• Ensure proper document control and adherence to company policies and procedures
• Maintain confidentiality of sensitive business and personnel information
• Support administrative compliance with audits, licensing renewals, and statutory filings

Job description