Office Administrator

Office Administrator

Location: Naivasha, Kenya

Job Type: Full-Time

Industry: Agriculture  About Us We are a leading agricultural service provider specializing in oil crop production for biofuel feedstock. We work closely with farmers, partners, and stakeholders to support sustainable agriculture through land preparation, input supply, logistics coordination, crop aggregation, and value chain development. 

Position Summary

The Office Administrator will be responsible for managing day-to-day office functions, supporting the leadership team, and ensuring smooth coordination across departments. This role requires someone who thrives in a fast-paced environment, possesses strong organizational skills, and can handle multiple responsibilities with professionalism and discretion.

Key Responsibilities

• Oversee and coordinate the day-to-day administrative operations of the office to ensure efficiency, productivity, and compliance with company policies.

• Supervise administrative support staff where applicable, providing guidance, training, and performance oversight.

• Provide high-level administrative support to senior management, including meeting coordination, travel arrangements, and preparation of reports and presentations.

• Develop, implement, and continuously improve office administrative systems, processes, and procedures to enhance operational effectiveness.

• Manage office budgets, monitor administrative expenditures, and oversee procurement of office supplies, equipment, and services while ensuring cost efficiency.

• Coordinate procurement activities by obtaining quotations, processing purchase requests, liaising with suppliers, and ensuring timely delivery of goods and services.

• Maintain accurate and confidential company records, contracts, licenses, and statutory documents in both physical and digital formats.

• Prepare management reports, board papers, correspondence, and business documents with a high degree of accuracy and professionalism.

• Coordinate company events, meetings, workshops, and stakeholder engagements, including logistics, venue arrangements, and documentation.

• Act as the primary point of contact for external stakeholders, service providers, government agencies, and business partners on administrative matters.

• Support Human Resource administration by coordinating recruitment logistics, onboarding, employee records, leave administration, and staff welfare activities.

• Work closely with the Finance department to process invoices, monitor payments, reconcile administrative expenses, and maintain accurate financial documentation.

• Monitor office assets, equipment, and facilities to ensure proper maintenance, security, and efficient utilization.

• Ensure compliance with company policies, statutory requirements, health and safety standards, and internal administrative controls.

• Identify operational inefficiencies and recommend practical solutions to improve administrative processes and service delivery.

• Maintain strict confidentiality of company information and exercise sound judgment when handling sensitive matters.

• Undertake any other duties assigned by Management in support of the organization's strategic objectives.

Qualifications and Experience

Bachelor's degree or Diploma in Business Administration, Office Administration, or a related field.

At least 3 years' experience in an administrative or office management role.

Excellent written and verbal communication skills.

Strong organizational and time management skills.

High level of integrity, professionalism, and attention to detail.

Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, and Outlook).

Ability to multitask and work independently in a fast-paced environment.

Preferred Attributes Strong problem-solving and decision-making skills.

Excellent interpersonal and customer service skills.

Ability to prioritize tasks and meet deadlines.

Experience working in the agriculture or agribusiness sector is an added advantage.