Office Admin / Tender Officer

Role Overview

This position sits at the centre of a busy construction and structural contracting office, where commercial paperwork and day-to-day administration have to move in step with live site activity. You will spend your week hunting down tender notices, building submission packs that comply with technical and legal requirements, and issuing quotations and invoices that keep cash flowing in. Because bids and payments both depend on accurate, well-organised records, the person in this seat directly affects whether the company wins work and gets paid for it.

Key Responsibilities

• Keep the office running smoothly — managing correspondence, filing, stationery and supplies, document flow, and the routine administrative tasks that support the wider team.
• Maintain both physical and digital archives of contracts, project files, statutory certificates, and company records so anything can be retrieved quickly and securely.
• Coordinate internal communication across departments, schedule management diaries and meetings, and keep site appointment calendars up to date.
• Scan public and private procurement channels to identify tender openings the business is eligible to pursue, and flag them to management.
• Assemble complete bid submissions — formatting documents, gathering attachments, and checking each pack against the stated technical and legal criteria before the deadline.
• Run a central tender register capturing opportunities identified, submission dates, bids in progress, and award results.
• Collect pricing, tax clearance documents, and technical information from quantity surveyors, technical leads, and material suppliers to complete bid and quotation requirements.
• Prepare and send customer quotations, fee notes, and invoices, then log purchase orders and invoice records to preserve a clean audit trail.
• Build and update Microsoft Excel trackers covering sales leads, tender pipelines, project billing, and payment status, and support management with petty cash monitoring and monthly administrative reporting.
• Follow up proactively with clients on submitted quotations, chase outstanding payments, and resolve queries on pending tender documents.
• Deal professionally with clients, suppliers, sub-contractors, and statutory bodies on the phone, by email, and in person.

Requirements & Qualifications

• Diploma in Business Administration, Office Management, Secretarial Studies, Business Management, or a comparable qualification.
• A formal certificate or demonstrated proficiency in Computer Applications.
• One to three years of hands-on experience in office administration, tendering, or commercial support work.
• Prior exposure to a construction, civil engineering, quantity surveying, property development, or contracting environment is essential.
• Practical understanding of how bids are prepared, how quotations are generated, and how basic invoicing processes work.
• Intermediate to advanced Microsoft Excel skills for tracking, reporting, and record-keeping, plus confident Microsoft Word ability.
• Working grasp of basic bookkeeping — expenditure logs, petty cash records, and general financial record management.
• Strong written and spoken English, excellent organisational habits, and a sharp eye for detail when checking figures and documents.
• Able to work on-site at the construction office on Ngong Road, Nairobi, on a full-time basis.

What We Offer / Why Join

• Monthly salary of KSh 25,000 – KSh 30,000.
• Full-time, on-site position based at the Ngong Road office in Nairobi.
• An early-career to mid-level role suited to someone with one to three years' experience who wants to build commercial and tendering expertise inside the construction industry.