Office Administrator

Role Overview

The Office Administrator is the anchor of daily operations at a Nairobi CBD-based organization. This person keeps the workplace functional, secure, and well-supplied while serving as the first point of contact for visitors, callers, and internal staff. By managing records, schedules, and vendor relationships, the role directly enables other teams to focus on their core work and maintains a professional environment.

Key Responsibilities

• Run day-to-day office routines, ensuring common areas, workstations, and meeting rooms remain clean, organized, and ready for use.
• Monitor stock levels for stationery, consumables, and equipment; place orders and schedule repairs or maintenance with external suppliers and building services.
• Greet clients, guests, and corporate partners courteously, and manage incoming phone calls, general email inboxes, and direct correspondence to the right recipients.
• Organize meetings, appointments, and corporate events for both internal teams and external parties, including calendar bookings.
• Maintain both physical archives and digital document systems so that files can be retrieved quickly for audits or daily reference.
• Compose and distribute internal announcements, executive letters, and routine progress updates.
• Provide administrative support to different departments, including logistics, minute-taking, and document preparation.
• Leverage Microsoft Office tools and other administrative software to prepare accurate reports and updates, while following company procedures for data security and privacy.

Requirements & Qualifications

• Diploma or Bachelor’s degree in Business Administration, Business Management, Office Administration, or a related discipline.
• At least 3 years of continuous, hands-on experience in office administration, executive assistance, or corporate support.
• Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and digital filing systems.
• Strong organizational, record-keeping, and multi-tasking abilities with keen attention to detail.
• Effective English communication in both writing and speech, along with solid interpersonal skills.
• Capable of managing sensitive documents with discretion and working autonomously when deadlines are tight.

What We Offer / Why Join

This is a full-time, on-site role based in Nairobi’s central business district. Compensation is negotiable and will be based on your qualifications and experience.