Job descriptions & requirements

Job Title: Administrative Manager

Industry: Medical supplies (Dental)

Location: Nairobi

Employment Type: Full-Time

Job Purpose

Administrative Manager is responsible of ensuring that our admin & operational processes are efficient, cost-effective, and aligned with organizational goals. He/she will be responsible for overseeing and optimizing the company's operational processes to ensure efficiency and effectiveness in meeting business goals. This role involves managing day-to-day operations, coordinating with different departments, and implementing strategies to improve productivity.

Key Responsibilities

• Oversee and coordinate day-to-day administrative operations, including office facilities, space management, utilities, and general upkeep to ensure smooth functioning.
• Develop, implement, and review administrative policies, procedures, and systems to enhance operational efficiency.
• Manage procurement, inventory control, and maintenance of office supplies, assets, and equipment.
• Supervise and supportsales and marketing, biomedical and administrative staff (receptionists, clerks, office assistants) to ensure effective service delivery.
• Maintain accurate and secure filing systems, databases, and documentation while ensuring confidentiality and proper document control.
• Prepare weekly sales reports, official correspondence, and administrative documentation as required.
• Manage vendor relationships, service contracts, and ensure cost-effective service delivery.
• Coordinate audits, inspections, compliance activities, and manage company licenses, permits, and renewals.
• Act as the main point of contact for administrative matters, liaising with internal departments, external service providers, and stakeholders.
• Support management meetings by preparing agendas, taking minutes, and tracking follow-up actions.

Minimum Qualifications.

• Bachelor’s degree in Business Administration.
• Must have worked in a medical related industry.
• Minimum of 3–5 years’ experience in an administrative manager role.
• Excellent leadership with strong interpersonal skills.
• Strong analytical and problem-solving skills, with a focus on driving continuous improvement and cost-savings strategies
• Proven ability to manage budgets, financial tracking, and reporting.
• Excellent written and verbal communication skills.
• Ability to handle confidential matters with integrity and professionalism.

• Oversee and coordinate day-to-day administrative operations, including office facilities, space management, utilities, and general upkeep to ensure smooth functioning.
• Develop, implement, and review administrative policies, procedures, and systems to enhance operational efficiency.
• Manage procurement, inventory control, and maintenance of office supplies, assets, and equipment.
• Supervise and supportsales and marketing, biomedical and administrative staff (receptionists, clerks, office assistants) to ensure effective service delivery.
• Maintain accurate and secure filing systems, databases, and documentation while ensuring confidentiality and proper document control.
• Prepare weekly sales reports, official correspondence, and administrative documentation as required.
• Manage vendor relationships, service contracts, and ensure cost-effective service delivery.
• Coordinate audits, inspections, compliance activities, and manage company licenses, permits, and renewals.
• Act as the main point of contact for administrative matters, liaising with internal departments, external service providers, and stakeholders.
• Support management meetings by preparing agendas, taking minutes, and tracking follow-up actions.

• Excellent leadership with strong interpersonal skills.
• Strong analytical and problem-solving skills, with a focus on driving continuous improvement and cost-savings strategies
• Proven ability to manage budgets, financial tracking, and reporting.
• Excellent written and verbal communication skills.
• Ability to handle confidential matters with integrity and professionalism.

• Bachelor’s degree in Business Administration.
• Must have worked in a medical related industry.
• Minimum of 3–5 years’ experience in an administrative manager role.