Office administrator

Ref no: Sgk-oa-01-2026 Industry: Engineering Job category: Supervisory Town: Nairobi Country: Kenya

Requirements: Bachelors degree or diploma in business administration, office management, public administration, human resource management, or a related field. Additional training in quality management systems, project administration, or finance/accounting is an advantage.

Experience: Minimum of 3 to 5 years experience in an administrative or office management role. Experience in a civil, structural, engineering, construction, or consultancy environment is a strong added advantage.

Salary: Kshs. 40,000 - 60,000 plus company benefits

Duties/responsibilities: The office administrator is responsible for overseeing and coordinating all administrative functions of the civil and structural engineering consultancy. Office and administrative management: Oversee and manage day-to-day office administrative operations to ensure efficiency and compliance with company policies. Develop, implement, and monitor an individual work plan aligned with organizational goals. Maintain proper filing systems (physical and electronic) for administrative, technical, and contractual documents. Ensure adequate office supplies, equipment, and facilities management. Coordinate internal meetings, prepare agendas, take minutes, and follow up on action points. Front office and customer relations: Serve as the first point of contact for clients, consultants, contractors, and other stakeholders. Provide professional front office and secretarial services, including call handling, correspondence, and visitor management. Build and maintain positive, trust-based relationships with clients and business partners. Manage incoming and outgoing communication, ensuring timely responses and proper documentation. Business development support: Participate in the preparation of expressions of interest (eois), technical proposals, and tender submission documents. Coordinate proposal documentation, including formatting, compilation, submission deadlines, and record keeping. Support management and technical teams with administrative inputs during bid preparation.

Executive and management support: Provide administrative and secretarial support to the managing directors office. Assist in scheduling, correspondence, report preparation, and coordination of management activities. Handle confidential information with a high level of professionalism and discretion. Finance, payroll and imprest management: Assist in preparation of payroll, statutory deductions, and tax documentation in coordination with finance personnel or external accountants. Manage office imprest, including tracking expenditures, reconciliation, and reporting. Support basic financial administration, invoicing follow-ups, and expense documentation. Quality management system (qms) and compliance: Participate in the review and continuous improvement of the companys quality management system (qms). Support departmental risk assessments and ensure compliance with qms requirements and internal procedures. Assist in documentation, audits, and corrective action tracking related to quality and compliance. General administrative support: Support engineering and technical teams with administrative coordination as required. Ensure compliance with company policies, procedures, and applicable regulatory requirements. Perform any other administrative duties assigned by management in line with the role.