The Fairmont Norfolk is a historic hotel in Nairobi, Kenya and is owned by the luxury hotel chain, Fairmont Hotels and Resorts. The hotel has 170 rooms, 4 restaurants, and consists of 5 main blocks, each ranging from 1 to 2 stories high. The hotel has a signature Tudor style of architecture that has been maintained since its original construction.

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Office & Administration Manager

Job Type

Full Time

Qualification

BA/BSc/HND

Experience

3 - 5 years

Location

Nairobi

Job Field

Administration / Secretarial

Job Description

Reporting to the Cluster General Manager or his designate, responsibilities and essential job functions include but are not limited to the following:

Qualifications

Bachelor's degree in Business Administration, Management, or related field

Minimum 3-5 years of experience in office management or similar administrative role

Strong organizational and time management skills with the ability to multitask and prioritize effectively

Excellent communication skills, both verbal and written

Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)

Demonstrated knowledge of office management systems and procedures

Experience in budgeting and financial reporting

Proven problem-solving and decision-making abilities

Strong leadership skills with experience in supervising and training staff

Background in facilities management

Ability to work independently and collaboratively in a fast-paced environment

Professional certification in office management (e.g., Certified Administrative Professional) is a plus

• Support the EXCOM by managing their schedules and deadlines while accommodating requests in a timely manner
• Personally greeting all internal/external guests, offering support and directing enquiries
• Consistently offer professional, friendly and engaging service
• Administer the day-to-day operation of the Executive office
• Prioritize all telephone calls, in-person visitors and schedule appointments
• Provide all office administration duties such as written correspondence, email, photocopying and ordering office supplies
• Maintain confidential filling system for correspondence, policies, standards, regulations and various matters related to the Executive office
• Take minutes of meetings, compiles and distributes them
• Types confidential reports and letters
• Orders and coordinate travel for hotel staff and ensure that all flights have been authorized.
• Arranges venue, equipment and refreshments for meetings as required by the Cluster General Manager
• Assists EXCOM in preparation and compiling of draft contracts, presentation and reports.
• Assists with project proposals and special events
• Collect organizers and provide appropriate research data by utilizing all available resources, analysis and resource administrative needs in innovative ways
• Organize and supervise other office activities (recycling, renovations, event planning)
• Anticipate possible and probable hazards and conditions and either correcting them or take action to prevent them from happening
• Maintains the highest standards of personal hygiene, dress, uniform, appearance, body language and conduct
• Responsible business: show involvement and be interested in environmental and or social issues by participating in ESG and departmental activities.
• In charge of monitoring and improving how the business is viewed online.
• Controlling correspondence
• Trust You request tracking, monitoring and weekly reporting.
• Respond to guest views via OTA’s Google and TripAdvisor and communicate to team members in a timely manner.

• Strong organizational and time management skills
• Ability to multitask and prioritize effectively
• Excellent communication skills, both verbal and written
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
• Demonstrated knowledge of office management systems and procedures
• Experience in budgeting and financial reporting
• Proven problem-solving and decision-making abilities
• Strong leadership skills
• Ability to work independently and collaboratively

• Bachelor's degree in Business Administration, Management, or related field
• Minimum 3-5 years of experience in office management or similar administrative role
• Professional certification in office management (e.g., Certified Administrative Professional) is a plus