Administrative Secretary (Full-time, in-office)

Location: Nairobi, Westlands.

Salary Range: 100-150k Gross – (Depending on Experience and capability)

Position Overview:

We are seeking a highly organized and proactive Administrative Secretary to provide operational support for one of Kenya’s largest steel manufacturing companies. The role involves managing daily tasks, coordinating schedules, and ensuring the smooth functioning of executive operations. The ideal candidate will demonstrate excellent communication skills, attention to detail, and the ability to handle multiple responsibilities efficiently. This is a full-time in-office role in Nairobi.

Key Responsibilities:

1. Administrative Support:

·       Provide comprehensive administrative support to executives, including maintaining and organizing workspaces.

·       Liaise with cleaners, IT department, and service providers to ensure office equipment, printers, and appliances are functional.

·       Organize, maintain, and control physical and digital files, records, and reports.

·       Arrange office hospitality, including lunch and refreshments for guests when required.

·       Support executives with travel arrangements, ticketing, and logistics as authorized.

2. Data Management:

·       Update, record, and maintain accurate daily production data for melting, rolling, scrap, and raw materials.

·       Maintain records of consumables usage, and raw material receipts.

·       Verify raw material quantities against weighbridge data and reconcile discrepancies.

·       Track inventory movements, truck allocations, and material receipts to ensure accurate data capture.

·       Maintain proper control of invoice serial numbers and documentation across depots.

3. Communication and Coordination:

·       Act as a key liaison between executives, internal departments (production, sales, logistics, accounts), and external stakeholders (suppliers, transporters, customers).

·       Coordinate supplier communication, including requesting quotations and follow-ups for consumables and materials.

·       Organize and manage travel requirements for expatriate staff, including visas, invitation letters, yellow fever cards, flights, accommodation, pickups, and local transport.

·       Arrange local and regional travel for staff, engineers, and guests.

·       Coordinate logistics for raw materials, spare parts, and inter-branch or cross-border movements.

·       Support sales coordination by following up on orders, dispatch schedules, and delivery timelines.

4. Reporting and Documentation:

·       Prepare and submit daily and monthly reports for production, scrap, consumables, raw materials, dispatches, and collections.

·       Reconcile petty cash, material batches, weighbridge readings, and material receipts.

·       Track import and sea shipments, LC documentation, and local deliveries.

·       Prepare and manage Proforma Invoices, LPOs, and related documentation as per approvals.

·       Coordinate and facilitate export orders and international dispatches.

·       Prepare, verify, and circulate invoices, credit notes, and debit notes with appropriate approvals.

·       Track vehicle movements and ensure timely delivery and offloading of materials.

·       Maintain accurate records of customer dispatches, collections, and outstanding balances.

Tasks to be expected are including but not limited to the above. Role requires adaptability and willingness to learn and grow.

Required Qualifications:

-        Bachelor’s degree in Business Administration or a related field.

-        2+ years of experience in a medium to large sized company in, Manufacturing, FMCG or an MNC.

-        Proven experience in an administrative or executive support role.

-        Proficiency in Microsoft Office Suite.

Required Skills:

-        Languages: English, Kiswahili, Hindi or Gujrati.

-        Ability to work under pressure. 

-        Ability to be proactive and independent in all tasks given.

-        Strong organizational and multitasking abilities.

-        Excellent communication and interpersonal skills, and negotiation.

-        Accountability for one’s work and mistakes.