Administrative & Operations Coordinator
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Job summary
The Administrative & Operations Coordinator is the central coordination and information hub of GREENFOODS AGRI.
Min Qualification:
Diploma
Experience Level:
Mid level
Experience Length:
2 years
Job descriptions & requirements
Company: GREENFOODS AGRI Processing Industries Limited
Location: Makuyu, Kenya
Reports to: Managing Director
Employment Type: Full-time
ROLE PURPOSE
The Administrative & Operations Coordinator is the central coordination and information hub of GREENFOODS AGRI.
This role exists to bring structure, follow-through, and cohesion across departments; ensure clear internal and external communication; convert day-to-day operational activity into clear, decision-ready information for Management; and track actions, commitments, and decisions through to completion.
KEY RESPONSIBILITIES
Internal Coordination & Execution
- Serve as the primary coordination point between Operations, Sales, Finance, Quality, Logistics, and Management
- Track action items, deadlines, and dependencies across teams
- Follow up on commitments and escalate delays or blockers
- Maintain simple trackers for open actions, pending decisions, and cross-functional dependencies
Management Support & Information Synthesis
- Collect, filter, and summarize information into concise management briefs
- Prepare weekly and ad-hoc updates highlighting operational developments, risks, bottlenecks, and decisions required
- Ensure management decisions are documented, communicated, and executed
External Stakeholder Coordination
- Coordinate professionally with suppliers, transporters, inspectors, service providers, and partners
- Track external requests, deliverables, and correspondence
- Ensure timely follow-up and proper documentation
Documentation & Records Management
- Manage official correspondence, records, and filing systems
- Maintain repositories for contracts, licenses, certifications, and inspections
- Support preparation of letters, emails, meeting notes, and internal communications
Meetings, Decisions & Follow-Through
- Coordinate management and cross-functional meetings
- Prepare agendas and structured minutes
- Track post-meeting follow-through to closure
Process Discipline & Continuous Improvement
- Identify recurring gaps or delays
- Propose and help implement simple process improvements
AUTHORITY & POSITION
- Authorized to follow up across departments on agreed actions
- Acts as single source of truth for action tracking
- Escalates unresolved issues to Management
CONFIDENTIALITY & INTEGRITY
- Handle sensitive information with strict confidentiality
- Maintain professionalism, discretion, and accountability
QUALIFICATIONS & EXPERIENCE
- Diploma or Bachelor’s degree in Business Administration, Operations, or related field
- 2–5 years’ experience in administrative, operations, or coordination roles
- Strong communication skills
- Proficient in Microsoft Office / Google Workspace
WHAT SUCCESS LOOKS LIKE
- Clear, timely information flow to Management
- Fewer missed follow-ups
- Improved coordination across departments
- Professional stakeholder experience
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