Office & Administration Manager

ABOUT THE COMPANY

Fairmont the Norfolk, nestled along the prestigious Harry Thuku Road in Nairobi. We stand out as an epitome of luxury and historical charm in the city. Renowned as Nairobi's most luxurious and historical hotel, we pride ourselves on creating unparalleled experiences for our guests.

JOB SUMMARY

QualificationsBachelor's degree in Business Administration, Management, or related fieldMinimum 3-5 years of experience in office management or similar administrative roleStrong organizational and time management skills with the ability to multitask and prioritize effectivelyExcellent communication skills, both verbal and writtenProficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)Demonstrated knowledge of office management systems and proceduresExperience in budgeting and financial reportingProven problem-solving and decision-making abilitiesStrong leadership skills with experience in supervising and training staffBackground in facilities managementAbility to work independently and collaboratively in a fast-paced environmentProfessional certification in office management (e.g., Certified Administrative Professional) is a plus

RESPONSIBILITIES

Reporting to the Cluster General Manager or his designate, responsibilities and essential job functions include but are not limited to the following: Support the EXCOM by managing their schedules and deadlines while accommodating requests in a timely manner Personally greeting all internal/external guests, offering support and directing enquiries  Consistently offer professional, friendly and engaging service  Administer the day-to-day operation of the Executive office   Prioritize all telephone calls, in-person visitors and schedule appointments  Provide all office administration duties such as written correspondence, email, photocopying and ordering office supplies  Maintain confidential filling system for correspondence, policies, standards, regulations and various matters related to the Executive office  Take minutes of meetings, compiles and distributes them Types confidential reports and letters Orders and coordinate travel for hotel staff and ensure that all flights have been authorized. Arranges venue, equipment and refreshments for meetings as required by the Cluster General Manager Assists EXCOM in preparation and compiling of draft contracts, presentation and reports.  Assists with project proposals and special events Collect organizers and provide appropriate research data by utilizing all available resources, analysis and resource administrative needs in innovative ways Organize and supervise other office activities (recycling, renovations, event planning) Anticipate possible and probable hazards and conditions and either correcting them or take action to prevent them from happening Maintains the highest standards of personal hygiene, dress, uniform, appearance, body language and conduct  Responsible business: show involvement and be interested in environmental and or social issues by participating in ESG and departmental activities.  In charge of monitoring and improving how the business is viewed online. Controlling correspondence  Trust You request tracking, monitoring and weekly reporting.  Respond to guest views via OTA’s Google and TripAdvisor and communicate to team members in a timely manner.  

REQUIRED SKILLS

Office supplies management, Office tools: Word, Excel, Outlook, Office supplies management, Office administration, management, Calendar management

REQUIRED EDUCATION

Bachelor's degree