Office Administrator
Job summary
We are looking for a proactive, highly organized, and trustworthy with a strong background in accounts to support both administrative and finance operations. This role is critical in ensuring smooth office functionality, efficient coordination across departments, accurate financial records, and compliance with internal policies and Procedures.
Job descriptions & requirements
Key Responsibilities Administrative Duties
· Oversee and manage the day-to-day office operations to ensure a smooth, efficient, and well-organized working environment.
· Act as the primary point of contact for general office administration matters, ensuring timely resolution of issues as they arise.
· Manage office supplies and stationery by monitoring stock levels, placing orders, and ensuring cost- effective procurement practices.
· Maintain and manage the office asset register, including tracking office equipment, furniture, and other company assets.
· Coordinate with external vendors and service providers, including suppliers, couriers, cleaners, security firms, and maintenance contractors.
· Organize, schedule, and coordinate meetings, including preparing meeting rooms, arranging refreshments, and ensuring required materials are available.
· Manage office calendars, schedules, and meeting room bookings to avoid conflicts and ensure optimal use of space.
· Coordinate travel arrangements such as flight bookings, accommodation, and transport for staff when required.
· Prepare, draft, and manage official correspondence, including letters, emails, memos, and internal communications.
· Support the preparation of reports, presentations, and documents for management and internal stakeholders.
· Coordinate internal events, staff trainings, workshops, and meetings, including logistical arrangements and communication with participants.
· Ensure office policies, procedures, and administrative systems are followed consistently.
· Supervise office cleanliness, safety, security, and general facility maintenance to ensure a professional and safe working environment.
· Liaise with landlords, utility providers, and building management on office-related matters, repairs, and maintenance issues.
· Manage office utilities and services, including electricity, water, internet, and subscriptions, ensuring timely renewals and payments.
· Maintain accurate and well-organized filing systems for both physical and electronic documents.
· Provide general administrative support to internal teams as needed to enhance operational efficiency.
Basic Accounting & Administrative Support
· Manage petty cash, including issuing funds, recording transactions, and reconciling balances.
· Assist in preparing payment requests and supporting documentation for approvals.
· Maintain organized and up-to-date financial and administrative records for easy reference and audit purposes.
· Support the finance function by ensuring timely submission of required documents and information.
· Assist with basic reconciliations and follow-ups on payments when necessary
Qualifications & Experience
· Bachelor’s degree in Business Administration, Commerce (Finance or Accounting), or a related field.
· Proven experience in office administration, front office operations, or customer service roles.
· Basic understanding of accounting principles and financial processes (added advantage).
· Proficiency in MS Office applications, including Word, Excel, and Outlook.
· Experience using office management systems, accounting software, or CRM tools is an added advantage
Skills & Competencies
· Excellent verbal and written communication skills.
· Strong organizational, planning, and multitasking abilities.
· High level of professionalism and strong interpersonal skills.
· Attention to detail, accuracy, and reliability in task execution.
· Ability to work independently with minimal supervision as well as collaboratively within a team.
Personal Attributes
· Friendly, approachable, and service-oriented attitude.
· Proactive, well-organized, and able to take initiative.
· Discreet and trustworthy when handling confidential information.
· Adaptable, flexible, and solution-focused in a dynamic work environment.
How to Apply
Interested candidates are invited to submit their CV and cover letter outlining their suitability for the role to careers@orchidhr.co.ke by 30th Jan 2026.
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