Administrative Officer
Job summary
Top Notch Management Services is Human Resources Management firm with its head office in Nairobi. On behalf of our client, a Cabro paving blocks factory located at Athi River, we are seeking to hire for the position of an Administrative Officer. Reporting to the Operations Manager, the ideal candidate will be expected to provide efficient administrative and clerical support to other team members, ensure smooth running of day-to-day operations by offering efficient administrative support in office management, record keeping, staff coordination, and ensure compliance with company and statutory requirements
Job descriptions & requirements
Key Duties & Responsibilities
1. Manage daily office and administrative operations within the factory
2. Ensure statutory compliance with government and County policies
3. Deal with various government agencies and County officers
4. Support the sales team in developing sales strategies, pricing and execution
5. Attend to client requests where necessary
6. Planning logistics for deliveries and materials purchases where necessary
7. Maintain statutory compliance records (NSSF, NHIF, PAYE, licenses, permits)
8. Maintain accurate filing systems for employee, production, and statutory records
9. Handle correspondence, emails, phone calls, and official factory communication
10. Prepare letters, reports, memos, and internal notices as and when needed
11. Maintain staff records including attendance, leave, and personal files
12. Offer administrative support on staff onboarding, induction, and documentation process when necessary
13. Support payroll processes by submitting attendance and overtime data
14. Assist in preparing procurement documentation such as requisitions and LPOs
15. Maintain records for office and factory consumables
16. Schedule meetings, take minutes, and follow up on action points
17. Maintain health, safety, and PPE issuance records
Qualifications & Experience
a) Diploma or Degree in Business Administration, Office Administration, marketing or any other related field
b) Minimum 4 years’ experience in administration, preferably in a factory or construction environment
c) Knowledge of Kenyan labour laws and statutory compliance is an added advantage
Key Skills & Competencies
i) Strong organizational and record-keeping skills
ii) Good communication and interpersonal skills
iii) Proficiency in MS Word, Excel, and email
iv) Ability to work with minimal supervision
v) High level of integrity and confidentiality
Candidates who meet the above requirements are requested to email a copies of their CV, Certificates and other testimonials with details of their day time contact, indicating at least two referees
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