Office Administrator

Position Scope

Job Title: Office Administrator

Location: Nairobi, Kenya  

Employment Type: Full-time

Job Overview:

Our Partner, a reknown Film and marketing agency are looking for an Office Administrator. The Office Administrator will play a pivotal role in ensuring the smooth operation of their office environment, supporting day-to-day administrative tasks, and facilitating communication across teams. This role is essential for maintaining an organized, efficient, and vibrant workplace that fuels their creative endeavors.

Job Description

Key Responsibilities:

• Administrative Support:
  • Manage calendars, schedule appointments, and coordinate meetings for team members.
  • Prepare agendas, take meeting minutes, and follow up on action items.
  • Assist with the preparation of reports and presentations as needed.
• Office Management:
  • Oversee office supplies inventory, ordering and restocking supplies to ensure functionality.
  • Manage relationships with vendors and service providers, including negotiating contracts and ensuring quality service.
  • Maintain the organization of shared spaces, ensuring a tidy and welcoming environment.
  • Manage movement of equipment in and out of the office.
• Financial Administration:
  • Support in office budgeting processes.
  • Manage office administrative expenses, billing, and assist with reconciliation tasks.
  • Manage office petty cash and reconciliation. 
• Communication:
  • Serve as the primary point of contact for internal and external communications.
  • Draft and distribute company announcements, newsletters, and updates.
  • Facilitate information flow among departments and ensure everyone is aligned on projects.
• Event Coordination:
  • Plan and organize team-building activities, workshops, and client events.
  • Coordinate logistics for meetings and conferences, including travel arrangements and accommodations.
  • Assist in creating a positive office culture through engagement activities.
• Client Interaction:
  • Welcome clients and visitors, ensuring a professional and hospitable atmosphere.
  • Assist with onboarding new clients by coordinating initial meetings and documentation.
  • Support project teams with client-related logistics, including scheduling and follow-ups.
• Project Assistance
  • Provide administrative support for ongoing projects, including tracking deadlines and deliverables.
  • Conduct research and gather information as needed to assist project teams.
  • Help maintain project management tools and databases.

Requirements

Qualifications and Requirements

• Bachelor’s Degree in Business Administration, human resources or equivalent
• Proven experience as a Front Office corporate office setup. (2+ years of experience)
• Excellent communication and interpersonal skills.
• Strong organizational and multitasking abilities.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, and Outlook).
• Basic knowledge of billing systems and accounting software.
• Attention to detail and a proactive approach to problem-solving.
• Ability to maintain confidentiality and handle sensitive information.
• Excellent time management skills, with the ability to prioritize and meet deadlines.
• Demonstrated ability to handle confidential information with integrity.

Skills