FRONT OFFICE ADMINISTRATOR (SECURITY FIRM)

JOB TITLE FRONT OFFICE ADMINISTRATOR (SECURITY FIRM)

NATURE OF JOB FULL TIME

INDUSTRY SECURITY

SALARY KSHS.27,000-30,000

JOB LOCATION NAIROBI

DUTIES AND RESPONSIBILITIES

Guard Documentation and Regulatory Compliance

·       Documentation register: Maintain and continuously update the digital security guards' documentation register, ensuring national identification, certificates of good conduct, training certificates, PSRA registration and licensing records, statutory documents and deployment records are accurate, complete, secure and audit-ready at all times.

·       Compliance monitoring: Track expiry dates of guard licences, certificates of good conduct and statutory documents; issue renewal reminders to management and affected staff at least thirty (30) days before expiry, and escalate non-compliance immediately.

·       Data protection: Handle all personnel and client data in accordance with the Data Protection Act, 2019 and the Company's data protection policy, maintaining confidentiality, restricted access to personnel files and proper records of data handling for ODPC compliance purposes.

Personnel and HR Administration

·       Personnel files: Open, maintain and organise complete personnel files for all guards and office staff, including employment contracts, appointment letters, reassignment consent forms and disciplinary records, using the Company's standard HR document suite.

·       Payroll support: Maintain daily muster rolls, attendance records and deployment updates as the primary source records for the monthly payroll run; compile and submit accurate attendance summaries to management by the agreed monthly cut-off date.

·       Guard welfare: channel guards' welfare matters to management with appropriate follow-up.

·       Recruitment support: Receive and log employment applications, schedule interviews, prepare interview packs and follow up on pre-employment vetting documentation for new guards. 

Front Office and Client Relations

·       Reception: Manage front office operations, receive visitors, candidates and client representatives professionally, and maintain a clean, organised and secure reception environment.

·       Correspondence: Prepare, receive, register and respond to official correspondence, letters and client emails on behalf of management in the Company's house style, maintaining a correspondence register with clear referencing.

·       Client portfolios: Update and maintain client portfolios and the client database, including contract dates, deployment strength per site, rate review dates and key contacts, and flag upcoming contract renewals and rate revision dates to management.

·       Meetings and diary: Coordinate management meeting schedules and executive appointments, record minutes, and circulate resolutions and action points with follow up on implementation.

Operations and Logistics Support

·       Deployment documentation: Support operations by typing and formatting situation reports (SITREPs), incident reports, security assessment reports and other operational documents to a professional standard.

·       Fleet and fueling: Coordinate fueling schedules and maintenance logistics for company motorcycles and vehicles, processing fuel LPOs and maintaining fuel and maintenance logs against approved budgets.

·       Procurement paperwork: Prepare and process local purchase orders and dispatch notes in accordance with the Company's LPO terms and dispatch note rules, and maintain the related registers.

·       Tender support: Assist in assembling tender and prequalification documentation, including compiling statutory certificates, CVs, company profiles and technical proposal annexes to submission deadlines.

General Administration

·       Office supplies: Order, monitor and control office supplies and consumables within approved budgets, maintaining a stores issue record.

·       Filing: Maintain accurate physical and digital filing systems for contracts, confidential records and company documentation, with a retrieval standard of any document within ten (10) minutes.

·       Other duties: Perform any other lawful administrative duties assigned by management.

KEY REQUIREMENT SKILLS AND QUALIFICATION

·       Diploma/Degree in Business Administration, Human Resource Management, Office Administration, Public Administration, or a related field

·       Minimum of 2–3 years’ experience in front office administration, HR support, office coordination, or a similar administrative role

·       Experience working in the security services industry, facilities management, or a regulated environment will be an added advantage

HOW TO APPLY

·       If you meet the above qualifications, skills and experience share CV on recruitment@britesmanagement.com

·       Interviews will be carried out on a rolling basis until the position is filled.

·       Only the shortlisted candidates will be contacted.