Office Administrator

Job Title: Office Administrator

Reports To: Operations Manager

Industry: Manufacturing / FMCG Production

Gross Salary: Kshs. 40,000 – 50,000 per month

Location: Ngong Road

Role Overview

We are seeking a highly systematic, resourceful Office Administrator to anchor the daily operational efficiency of our production and corporate headquarters. Your primary objective is to maintain a seamless, highly productive workspace by optimizing front‑office administration, facility assets, and multi‑departmental logistical flows. This position bridges high‑volume document architecture with active facility management; you will guide office operations from initial vendor negotiations and procurement records through to detailed board minutes and interdepartmental communications. The role demands an organized professional with a solid manufacturing or industrial background who can independently coordinate broad workplace compliance standards under tight timelines.

Areas of Accountability

Workspace Logistics & Facility Upkeep

• Overhaul and direct the day‑to‑day corporate operations of the office floor to ensure unmatched operational productivity and workflow efficiency.
• Monitor, reconcile, and balance inventory assets covering corporate stationery, technology hardware, and peripheral equipment supplies.
• Cultivate and insulate healthy commercial relationships with property vendors, utility contractors, and service providers to ensure structural safety.
• Formulate and execute streamlined administrative procedures designed to remove documentation bottlenecks across active workflows.
• Manage high‑volume incoming communications, screening primary switchboard calls, routing official emails, and greeting corporate visitors.

Records Integrity & Information Architecture

• Secure, structure, and update critical company record logs, corporate portfolios, and regulatory compliance documents.
• Engineer and monitor advanced, highly organized filing systems across both physical cabinets and secure cloud‑based data warehouses.
• Enforce strict information confidentiality measures to protect institutional files, operational data, and patent blueprints from leaks.
• Draft precise executive reports, corporate boardroom presentations, time‑stamped meeting summaries, and official external mail documents.

Interdepartmental Support & Strategic Alliances

• Deliver comprehensive administrative assistance to auxiliary wings covering global operations, financial accounting, procurement lanes, and sales teams.
• Coordinate interdepartmental data transfer pipelines, organizing collective company schedules, corporate travel itineraries, and large‑scale firm functions.
• Support human resource executives with routine personnel onboarding processes, benefit tracking paths, and staff welfare arrangements.
• Drive the consistent implementation of updated internal guidelines, corporate culture paths, and operational expectations.

Compliance Monitoring & Financial Tracking

• Track localized office expenditure entries, matching daily operating costs against set corporate budgets to flag spending variances.
• Supervise the performance quality of cleaning contractors, security teams, and maintenance crews supporting the physical plant.
• Enforce strict compliance metrics concerning workplace health and safety (OSHA) codes and municipal production guidelines.

Skills & Experience Required

Minimum Entry Criteria

• Academic Foundation: Diploma or Bachelor’s Degree in Business Administration, Office Management, Human Resource Management, or a complementary social science track.
• Industrial Longevity: Minimum of 3–5 years of progressive administrative experience, with an explicit preference for professionals from manufacturing plants, production factories, or industrial units.
• Cross‑Functional Mastery: Verifiable background tracking operations across multiple corporate departments simultaneously while managing front‑house desks.
• Digital Fluency: Mastery of the entire Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) alongside modern digital office management interfaces.

Management Competencies

• Process Architecture: Deep structural knowledge of records management procedures, modern database indexing, and facility operations protocols.
• Interpersonal Agility: Polite, clear, and exceptionally persuasive verbal communicator capable of coordinating multi‑tier teams and external corporate partners.
• Operational Discipline: Strong attention to detail, specifically regarding cost reconciliation logging, calendar management, and file storage architectures.

What’s in It for You

• Central Operational Ownership: Take absolute charge of the primary hub anchoring a fast‑expanding manufacturing and FMCG footprint.
• Complex Multi‑Tasking: Refine your corporate project coordination, resource allocation, and budget optimization capabilities within a fast‑moving enterprise.
• Career Evolution: Advance your professional standing by collaborating directly with senior executive directors and industrial operational heads.

How to Apply

Please send your CV for the Office Administrator role. Ensure the exact job title is indicated in your email subject line.