Office Administrator / Secretary Job in Kenya

We are construction firm based in Nairobi and we are looking to recruit a qualified and motivated
individual, to fill the positions of Office Administrator / Secretary.

The salary Range for this position a Net of Kshs. 20,000 – 30,000.

Requirements:

  • Diploma in Business management or related course.
  • Minimum of two years’ experience in office Admin field.
  • Excellent organizational and time management skills
  • Analytical abilities in problem-solving
  • Excellent written and verbal communication skills
  • Proficiency in computer skills
  • Proven experience as an office administrator

Duties:

  • Coordinate office activities and daily operations independently.
  • Solve day to day problems and address incoming issues and concerns including those of sensitive and confidential nature and determine appropriate course of action.
  • Manage incoming and outgoing calls, maintain diaries, emails, photocopying, scanning, writing letters and daily company related correspondences, including customer inquiries, complaints and providing any coordination necessary to ensure response occurs in timely and efficient manner.
  • Responsible for written and verbal communications with suppliers and customers, maintain company social media presence and any communication directed to the company.
  • Establish and maintain proper filing system.
  • Sort and safely delivering company documents in a timely manner.
  • Track stocks of office supplies i.e stationeries, cleaning materials, drinking water etc and place orders when necessary.
  • Keeping track of all the electricity, water, internet and telephone bills and ensuring they are paid.
  • Coordinate and keeping records of routine servicing of office equipment’s i.e printers
  • Placing and receiving orders, writing and sending quotations.
  • Invoicing sales, and follow up on the payments.
  • Liase with accounts for the monthly returns.
  • Prepare NHIF and NSSF contribution payments.
  • Ensure company Licenses are in order i.e business permits.
  • Ensure company is compliant with labor and employment laws.
  • Prepare employees’ salaries and final dues
  • Keeping employees comprehensive records, i.e employment history, maintain legal documentations and contracts and any other regulatory requirements like employment permits and wellness permits
  • Recruitment of employees through sourcing candidates, conduct interviews and coordinate hiring efforts with supervisors responsible for making the final candidate selection.
  • Strengthen employee relationship with management through employee engagement and resolving conflict
  • Manage vehicles inspections, valuations, insurance covers, service, repairs & mileage.
  • Preparation and sending out of tenders and prequalification documents.
  • Assist and support Project team on projects and daily business needs.
  • Follow up on project insurances and negotiate on good rates and making sure they are up to date.
  • Provide back-up support to other office support employees as required.
  • Report site injuries to insurance as well as vehicle accidents if any, follow up and handle paperwork, payments and any other insurance claims.
  • Support site safety training and maintain accurate workshop injury records and manage employee compensation issues.
  • Maintain safe work environment and support health and safety practices.

How to Apply

Interested candidates are requested to forward their applications together with CV, scanned copies of their credentials to ke.personnel@gmail.com by 21st October 2022.

Those who have construction background are encouraged to apply.