Administrator/Receptionist

Role Overview

This position keeps the Nairobi office of a growing floriculture business running cleanly and predictably, acting as the first voice and face that clients, suppliers, visiting buyers and internal colleagues meet. Day to day, you will juggle reception duties with the behind-the-scenes administration that keeps perishable, time-sensitive flower exports moving — order paperwork, permits, filing, schedules and office supplies. Because the Nairobi office sits between the farm and international buyers, your accuracy and responsiveness directly affect how smoothly orders, deliveries and visits are handled.

Key Responsibilities

• Own the daily administration of the Nairobi office, keeping the space organised, presentable and fully equipped for business.
• Welcome and attend to visitors, clients, suppliers and other stakeholders, managing the front desk with a professional and courteous manner.
• Handle incoming calls, emails and general correspondence, routing queries to the right person and following up where needed.
• Track and replenish office supplies, stationery and kitchen requirements, coordinating with vendors on orders and deliveries.
• Maintain both physical and digital filing systems for invoices, permits, correspondence and company documents so records can be retrieved quickly.
• Provide administrative backup to the Operations team on order documentation, export records, schedules and related paperwork.
• Arrange meetings, appointments, boardroom set-up and logistics for visits by international buyers and suppliers.
• Liaise with service providers on office-related needs, chase outstanding deliveries and services, and help coordinate communication between the Nairobi office, the farm and other internal teams.

Requirements & Qualifications

• Diploma or degree in Office Administration, Secretarial Studies, Business Administration, Public Relations or a comparable field.
• At least 3 years of hands-on experience in administration, reception or office coordination.
• Exposure to a flower farm, agricultural, logistics or export environment is a distinct advantage.
• Confident use of Microsoft Word, Excel, Outlook and standard office software.
• Strong spoken and written communication skills, with polished telephone etiquette.
• Proven organisational ability and disciplined record-keeping habits.
• A professional, well-presented and customer-focused approach to everyone who walks through the door.
• Capacity to multitask, work unsupervised and stay composed in a busy office environment.
• High standards of confidentiality, discretion and attention to detail.