Operations & Administration Coordinator

Company: Optimise Outsourcing Limited
Department: Operations / Administration
Location: Nairobi
Reports to: General Manager
Job Type: Full-time

About the Client

Our client is a UK-based specialist supplier operating in a regulated, service-critical environment and working closely with external partners, including clinics, couriers, and service providers. The business relies on accurate administration, dependable coordination, and clean system records to deliver consistent service and maintain strong stakeholder relationships.

Role Overview

Optimise Outsourcing Limited is seeking a capable Operations & Administration Coordinator to streamline daily business operations.

This is a critical role supporting the Managing Director and Senior Leadership Team across finance administration, logistics coordination, service and contract administration, CRM maintenance, and executive support. It suits someone who is highly organised, comfortable managing multiple moving parts, and confident communicating professionally with external partners.

Key Responsibilities

1. Financial Administration

• Invoice Management: Accurately log all incoming invoices and maintain well-organised financial records.
• Reconciliation: Support monthly reconciliation of company credit card statements against receipts.
• Credit Control: Proactively follow up with clients regarding outstanding invoices, escalating appropriately to support healthy cash flow and timely payment.
• Supplier Onboarding: Complete supplier setup forms and ensure required compliance documentation is correctly captured and filed.

2. Logistics & Inventory Support

• Delivery Coordination: Book and track domestic deliveries, ensuring end-to-end visibility and timely updates.
• Stakeholder Liaison: Act as a key point of contact between clinics and couriers to manage delivery windows and resolve delays professionally.
• Demo Stock Management: Coordinate the movement of demo equipment to support events, trials, and scheduled activity, ensuring accurate tracking and clear handovers.

3. Service & Contract Management

• Renewals: Proactively manage service contract renewals and flag upcoming or overdue accounts.
• Automations: Manage and monitor automated renewal reminders, ensuring follow-ups are actioned and recorded.
• CRM Maintenance: Keep Zuper/CRM updated in real time with service bookings, repairs, and contract status to maintain a clean, reliable system of record.
• Technical Support Coordination: Assist with scheduling repairs and booking routine services, ensuring stakeholders are kept informed.

4. Executive & Senior Leadership Support

• Diary Management: Provide diary support for the Managing Director and Service Manager, coordinating meetings and schedules with accuracy and discretion.
• Travel Arrangements: Support travel coordination as required.
• Document Production: Assist in producing professional invoices, proposals, and business documents, maintaining quality and consistency.

Non-Negotiable Experience Requirements

• Proven experience in an administration, operations, or coordination role supporting multiple workflows.
• Confidence handling invoices, records, and structured follow-ups (including credit control support).
• Strong system skills and experience using CRM software (Zuper is a plus) and cloud-based admin/accounting tools.
• Demonstrable ability to coordinate schedules involving multiple external stakeholders (clinics/couriers/service partners).
• High attention to detail, with a clear focus on maintaining an accurate paper trail and clean data

Personal Attributes

• Proactive, dependable, and solutions-focused, you follow through without being chased.
• Organised and detail-driven, with a strong sense of urgency and accountability.
• Calm under pressure, able to manage competing priorities and shifting schedules.
• Clear, professional communicator with confidence when liaising with external partners.
• System-minded, you keep records clean, current, and easy for others to rely on.

Application Process

Please complete the assessment and upload your CV using the link below.
https://app.testgorilla.com/s/y73imrql