Office Administrator (Restaurant)

Job Title: Office Administrator (Restaurant)

Direct Line Reporting

Restaurant Manager / Director

Industry Sector

Hospitality / Food & Beverage

Gross Salary Structure

Kshs. 15,000 – 18,000

Location

Thika Road, Nairobi

Position Context

We are seeking an organized, numerically sound Office Administrator to coordinate the back-office administration, stock systems, and basic bookkeeping for our busy restaurant outlet on Thika Road, Nairobi. Your primary focus will be to streamline daily administrative workflows, keeping accurate registers of sales receipts, petty cash usage, and ingredient stock takes. This position bridges front-of-house operations support with structured financial record-keeping; you will coordinate with food suppliers, audit kitchen waste records, and reconcile daily register reports to keep overhead costs completely optimized. The role demands a detail-driven administrator with basic accounting skills who can maintain complete accuracy in a high-velocity, customer-focused hospitality environment.

Operational Functions

Administrative Management & Systems Support

• Maintain systematic digital and physical filing structures for supplier invoices, trade licenses, utility bills, and internal logs.
• Route business correspondence, phone queries, and purchase requests between restaurant managers, external suppliers, and senior stakeholders.
• Oversee the distribution of internal company announcements and enforce uniform compliance with operational guidelines among kitchen and service staff.
• Schedule routine meetings and organize structural updates to keep management apprised of backend administrative constraints.

Material Inventory & Supply Auditing

• Execute routine physical stock takes across dry stores, cold rooms, and beverage bars to maintain accurate stock records.
• Contrast actual usage matrices against standardized recipe expectations, identifying, logging, and investigating kitchen waste variances.
• Generate and dispatch purchase requirements to approved ingredient suppliers, verifying that deliveries match invoices exactly upon arrival.
• Organize ingredient storage systems, ensuring perfect adherence to first-expired, first-out preservation methods.

Petty Cash & Transaction Bookkeeping

• Administer the outlet's daily petty cash float, verifying that all cash disbursements are backed by legitimate, approved store receipts.
• Record daily sales outcomes and capture operational expenses using basic accounting systems and structured Microsoft Excel spreadsheets.
• Assist in computing basic profitability margins, tracing cost inputs against weekly sales revenues to locate cost-saving opportunities.
• Reconcile daily point-of-sale (POS) terminal records against bank balances and mobile money transactions to prevent cash differences.

Operations Support & Performance Reporting

• Support the development and distribution of weekly shift rosters for waitstaff, hosting staff, and cleaning personnel.
• Monitor service quality parameters and coordinate closely with floor staff to resolve backend administrative blocks quickly.
• Compile and present concise daily, weekly, and monthly activity metrics covering sales, inventory changes, and overall operating costs.
• Maintain clean documentation on business activities, supporting senior accounting teams during routine financial audits.

Applicant Benchmarks

Minimum Entry Criteria

• Academic Foundation: Diploma or Bachelor's Degree in Business Administration, Accounting, Finance, Hospitality Management, or a related commercial discipline.
• Professional Qualifications: Attainment of CPA Section II or a matching foundational financial certification is a distinct advantage.
• Industry Longevity: Minimum of 2 years of progressive, hands-on experience handling office administration, bookkeeping, or storekeeping roles within a busy restaurant, hotel, or food and beverage setting.
• Technical Comfort: Practical capability tracking business metrics and inventory data using Microsoft Excel and entry-level point-of-sale (POS) systems.

Core Competencies

• Numerical Precision: Strong mathematical capability to execute accurate cash reconciliations and compute ingredient usage balances without errors.
• Systematic Organization: High capability to structure physical files and coordinate multiple supplier delivery schedules simultaneously.
• Local Accessibility: Comfortable executing full-time operations along the Thika Road transport corridor in Nairobi.

Perks & Environment

• Broad Operational Exposure: Develop a highly versatile professional profile by mastering hospitality management, stock logistics, and financial bookkeeping.
• Structured Work Environment: Experience a highly organized, process-driven workplace that values systemic administrative precision.
• Professional Growth: Acquire valuable operational skills that open up pathways toward comprehensive Restaurant Operations Management and professional hospitality accounts roles.

Way to Apply

Please email your CV, noting the exact job title in the subject line. Review of candidate profiles will commence immediately.