Front Office Administrator (Security Firm)

Role Overview

This position combines the polish of a front desk host with the precision of a compliance-focused administrator. Based in Nairobi, you will be the first point of contact for visitors, clients, and job seekers, while also safeguarding the regulatory paperwork that keeps a private security company operational. Your day-to-day work directly supports payroll accuracy, licensing continuity, and audit readiness—so the company can deploy guards confidently and win contracts without administrative delays.

Key Responsibilities

• Maintain a secure, up-to-date digital register of security personnel, including ID documents, vetting results, training certificates, PSRA licenses, and site deployment history.
• Track expiry dates for all statutory documents and licenses, sending reminders at least one month in advance to prevent lapses in compliance.
• Apply Data Protection Act principles to every personnel file, ensuring access is restricted to authorised staff and that records remain inspection-ready.
• Compile and verify daily muster rolls and attendance sheets, transforming them into precise monthly summaries that feed the payroll cycle.
• Run the reception area seamlessly—greeting visitors, directing applicants, answering queries, and keeping the front office environment secure and welcoming.
• Draft, log, and archive official letters, client notices, and meeting minutes using a consistent house format, with a clear tracking system for follow-ups.
• Coordinate vehicle fueling and servicing schedules, checking mileage logs against approved budgets and preparing the necessary LPOs and dispatch documentation.
• Assemble tender and pre-qualification packs by pulling together staff CVs, company profiles, statutory certificates, and technical annexes.

Requirements & Qualifications

• A Diploma or Bachelor's Degree in Business Administration, Human Resource Management, Office Administration, Public Administration, or a comparable discipline.
• At least two to three years of practical experience in front office administration, HR records, or office coordination—preferably within security, logistics, or facilities management.
• Working knowledge of PSRA obligations and the Data Protection Act, with the ability to handle sensitive personnel data responsibly.
• Strong command of Microsoft Word, Excel, and Outlook, plus accurate typing and professional document formatting skills.
• Exceptional organisation and attention to detail, especially when monitoring expiring documents, renewals, and contract dates.
• Discreet, professional communication style—both written and spoken—with the confidence to manage visitors and escalate welfare issues appropriately.
• Ability to juggle front-desk demands, compliance deadlines, and procurement tasks without losing accuracy or composure.

What We Offer / Why Join

You will gain practical insight into a heavily regulated industry, building expertise across compliance administration, HR record-keeping, fleet logistics, and tender support. It is a role where careful work has visible impact: your diligence keeps guards deployed legally, payroll running on time, and client relationships smooth. The monthly gross salary ranges from Kshs. 27,000 to Kshs. 30,000, and you will be part of a professional team within a growing private security firm.