Job summary

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

Min Qualification:

Diploma

Job descriptions & requirements

JOB TITLE: OFFICE ADMINISTRATOR / RECEPTIONIST

NATURE OF JOB: FULL TIME

SALARY: KSHS. 30,000

JOB LOCATION: RUAI (EASTERN BYPASS, NAIROBI)

DUTIES AND 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; manage voicemail messages.
• Manage the company’s general email inbox, responding or redirecting as appropriate.
• 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 any 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.

KEY REQUIREMENT SKILLS AND QUALIFICATION

• Diploma or Degree in Business Administration, Accounting, or a 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.

• Welcome and attend to visitors, clients, and suppliers in a professional and courteous manner.
• Answer, screen, and forward incoming phone calls; manage voicemail messages.
• Manage the company’s general email inbox, responding or redirecting as appropriate.
• Maintain a tidy, organized, and professional reception and waiting area.
• Handle inquiries and provide basic information about the company and its services.
• 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.
• 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.
• 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.
• 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.
• Support management with any 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.

• Proficiency in MS Office (Word, Excel, Outlook).
• Strong organizational, communication, and interpersonal skills.
• Ability to multitask, prioritize, and work under minimal supervision.

• Diploma or Degree in Business Administration, Accounting, or a related field.
• Proven experience in front office administration and administrative support, preferably in engineering or construction.
• Basic accounting knowledge.
• Experience in tender documentation is an added advantage.