Office Administrator Job in Nairobi


Job Title: Office Administrator
Location: Nairobi CBD
Reports To: Directors

Ref No: TRH4708/16

Job Summary: Our client a company an IT that offers solutions for both software and hardware  computer requirements  is seeking to recruit a young aggressive individual who will be responsible for the co-ordination of office operations, procedures and resources to facilitate organizational effectiveness and efficiency.

Duties and Responsibilities



Customer Service
  • Greet customers or other personnel of the firm by phone, in person, or through electronic media, including email
  • Assess the needs of customers and provide information concerning the services, procedures, and guidelines of the firm
  • Handle requests and transactions, or direct the matter or the directors
  • Assist in resolving problems and complaint raised by unsatisfied customers
  • Ensuring that the office is clean
Office support/filing
  • File documents; develop and modify filing practices – this includes the usage of electronic in addition to paper records
  • To order and/or purchase the necessary supplies required for the efficient running of the service.
  • Maintaining a proper and functional filing system;
  • Ensure office equipment is properly maintained and serviced
Mail and Correspondence
  • Produce and distribute correspondence memos, letters, faxes and forms
  • Assist in the preparation of regularly scheduled reports
  • To type the minutes of meeting and file them for record purposes
  • Answer and direct phone calls
  • Maintain contact lists
Booking keeping
  • Submit invoices to clients
  • Reconcile invoices issued out against stocks issued
  • Follow up with clients on payment modalities
  • Paying suppliers, banking cash and cheque
  • Preparing relevant source documents requirement by the accountant
Employee management
  • Monitor employees attendance
  • Ensure that the statutory deductions are remitted in good time
Person Specification: 
Essential Education Qualifications and Attainments
  • At least a Diploma in office administration/business administration or relevant field
  • Admin/office work/IT/document production. Knowledge of Microsoft Word, Excel.
Essential Knowledge, Skills & Experience
  • Attention to detail and high level of accuracy
  • Knowledge of and skills in maintaining records/files
  • Experience in IT industry is an added advantage
  • Use of MS Excel is a must
  • Good communication skills, both face to face and telephone
  • Ability to work on own initiative and prioritize own work to meet agreed objectives
  • Ability to work as part of a team
  • Knowledge of operation of IT is an added advantage
  • Excellent planning and organization skills
  • Self-motivated demonstrating drive and enthusiasm
  • Flexible, proactive and able to work under pressure
  • Ability to apply discretion in sensitive issues, and maintain confidentiality at all times


How to Apply

Interested and qualified candidates should send their CVs and cover letter to [email protected]
Kindly remember to include the reference number in your application
Only shortlisted candidates will be contacted.