OFFICE ADMINISTRATOR (RELIVER POSITION)

Key Responsibilities

Front Office & Client Service

•        Greet and welcome clients, visitors, and partners professionally and courteously.

•        Serve as the first point of contact for all visitors and callers; answer, screen, and forward phone calls promptly.

•        Manage incoming and outgoing mail, emails, courier deliveries, and office communication flows.

•        Maintain the reception area, ensuring it is clean, organised, presentable, and equipped with relevant information and materials.

•        Keep accurate visitor logs, issue visitor passes where applicable, and ensure compliance with security protocols.

•        Maintain both physical and electronic filing systems, including document storage, retrieval, archiving, and re-file management.

•        Perform data entry, prepare spreadsheets, and maintain accurate records of office activities and data as required.

•        Draft, format, and proofread correspondence, reports, memoranda, and other office documents.

•        Schedule and coordinate meetings, conferences, and appointments, including booking meeting rooms and preparing agendas.

•        Support the legal team with document preparation, photocopying, scanning, binding, and distribution of legal papers as needed.

•        Maintain inventory of office supplies and requisition stock timely; liaise with vendors and service providers for office equipment, repairs, and service contracts.

•        Monitor and manage petty cash, maintain accurate petty cash records, and prepare reconciliations for reporting.

•        Assist with basic bookkeeping tasks, financial logs, and support to accounting or finance team when required.

•        Ensure office equipment is operational, and assist with troubleshooting or coordinating maintenance.

•        Act as a liaison between internal staff, clients, external service providers, and stakeholders to facilitate smooth communication flows.

•        Manage schedules and calendars for partners or team members, including reminders and follow-ups.

•        Provide general administrative support to departments and assist with ad-hoc tasks as assigned by management.

•        Respond to client enquiries professionally; redirect or escalate complex issues to the appropriate staff.

•        Prepare basic reports on front office activities, client interactions, petty cash use, and office supply usage.

Qualifications & Experience

•        Bachelor's degree or Diploma in Business Administration, Commerce (BCom), Office/Secretarial Administration, or related field.

•        Minimum 5 years' experience in office administration, front office, customer service, or related roles experience in a corporate office or law firm is a strong advantage.

•        Proficient in Microsoft Office applications (Word, Excel, Outlook).

•        Excellent telephone etiquette and client service orientation.

•        Strong organizational, multitasking, and time-management skills.

•        Professional demeanor, discretion, and commitment to confidentiality.

•        Availability to take up the role immediately and commit to the full 3-month reliever period.

Candidates meeting the above qualifications are required to send their CV and a cover letter to careers@orchidhr.co.ke with the subject line “Office Administrator - Reliever” by 15th September 2026. Only shortlisted candidates will be contacted.