Office Administrator / Receptionist

Job Title: Office Administrator / Receptionist
Nature of Job: Full‑time
Industry: General / Services
Salary: KSh 30,000 per month
Job Location: Ruai (Eastern Bypass), Nairobi, Kenya

Job Summary

We are seeking an organized and professional Office Administrator / Receptionist to support day‑to‑day office operations at our premises in Ruai, Nairobi. You will manage the front desk, provide administrative and basic accounting support, and assist with documentation for projects and tenders.

Duties & Responsibilities

Front Office / Reception Duties

• Welcome and attend to visitors, clients, and suppliers in a professional and courteous manner.

• Answer, screen, and forward incoming phone calls and manage voicemail messages.

• Manage the company’s general email inbox, responding or redirecting messages appropriately.

• Maintain a tidy, organized, and professional reception and waiting area.

• Handle inquiries and provide basic information about the company and its services.

Administrative Support

• Schedule and coordinate meetings, appointments, and conference calls.

• Prepare and circulate internal memos, letters, and notices.

• Maintain accurate filing systems (physical and digital), including contracts, tender documents, and project files.

• Assist with preparation of reports, presentations, and spreadsheets for management.

• Track office supplies and initiate orders for procurement when necessary.

• Support internal communication by coordinating between departments and staff.

Accounting & Financial Support

• Assist with basic accounting tasks such as preparing invoices, receipts, and petty cash records.

• Record and track office‑related expenses.

• Support finance/accounting teams in document preparation for audits or financial reporting.

Tender & Project Documentation

• Assist in the preparation, organization, and submission of tender documents.

• Ensure tender files and project documentation are complete, accurate, and properly stored.

• Liaise with project managers or engineers to obtain necessary documentation for tenders and contracts.

Office Management

• Ensure smooth day‑to‑day office operations.

• Coordinate maintenance and servicing of office equipment (printers, computers, phones).

• Maintain records of staff attendance, leave, and other administrative logs.

• Monitor compliance with company policies and procedures within the office.

Miscellaneous / Ad‑hoc Tasks

• Support management with special projects or assignments.

• Organize company events, workshops, or staff training sessions as needed.

• Handle correspondence, courier deliveries, and other logistical tasks.

• Act as a point of contact for vendors, service providers, and contractors.

Requirements & Qualifications

• Diploma or Degree in Business Administration, Accounting, or related field.

• Proven experience in front office administration and administrative support, preferably in engineering or construction.

• Basic accounting knowledge.

• Proficiency in MS Office (Word, Excel, Outlook).

• Strong organizational, communication, and interpersonal skills.

• Ability to multitask, prioritize, and work under minimal supervision.

• Experience in tender documentation is an added advantage.

What We Offer

• Monthly salary: KSh 30,000.

• Opportunity to gain broad administrative experience in a structured office environment.

• Exposure to project documentation, tenders, and basic finance tasks.

• Professional, supportive work culture with clear communication and defined responsibilities.

Qualified candidates residing in or near the Ruai/Eastern Bypass area are encouraged to submit their CV for consideration.