Administration Officer - Nairobi County

Job summary

The Administrator is the operational heart of our company. This is a dual-role that is critical to our daily efficiency and long-term culture. You will be responsible for ensuring the seamless functioning of our physical and administrative environment, supporting all team members and managing a wide range of financial, clerical and HR-related tasks.

Responsibilities

• Serve as the primary point of contact for the office, managing front desk activities, greeting visitors and answering main phone lines.
• Ensure the office is always clean, organized, well-stocked and professionally presented.
• Manage inventory and procurement of all office supplies and equipment.
• Coordinate office maintenance, repairs and improvements.
• Develop, implement and maintain office policies and procedures to maximize efficiency.
• Provide high-level administrative support to the leadership team and other departments as needed, including scheduling, travel arrangements and meetings preparation.
• Manage company calendars, schedule internal and external meetings and coordinate meeting room bookings.
• Prepare and edit correspondence, communications, presentations and other documents.
• Act as the secretary for key meetings, including taking minutes and tracking action items.
• Process accounts payable and accounts receivable, including invoices, preparing payments and managing petty cash.
• Assist the finance department with expense report reconciliation.
• Manage relationships with vendors, negotiate contracts and ensure cost-effectiveness.
• Support budget tracking for office-related expenses.
• Process the monthly payroll accurately and on time; file and make statutory deductions payment on time.
• Act as the agency banking liaison, managing relationships with bank representatives.
• Serve as the first point of contact for HR-related inquiries from employees.
• Support the full employee lifecycle.
• Maintain employee records and files in compliance with company policy and legal requirements.
• Help plan and execute company events, meetings, and team-building activities to foster a positive work culture.
• Act as the liaison with the IT department or external IT support for employee hardware and software issues.
• Manage office equipment, including printers, copiers and phones.
• Maintain and update internal databases and filing systems (both digital and physical).

Job description