Admin Job At Human Capital Outsourcing
Recruit Finds
Nairobi, Kenya
Job summary
Office Administrator at Human Capital Outsourcing Limited
About this role
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Office Administrator Job Description
1. Job Summary
The Office Administrator is responsible for coordinating the day-to-day administrative operations of the organization to ensure an efficient, organized, and professional working environment. The role supports business operations by managing office records, coordinating communication, maintaining office supplies, supporting procurement and inventory activities, and providing administrative assistance to various departments.
The successful candidate will ensure smooth office operations by maintaining accurate documentation, coordinating meetings and travel arrangements, supporting human resource administration, and ensuring compliance with organizational policies and procedures. The position requires excellent organizational skills, attention to detail, confidentiality, and the ability to manage multiple administrative responsibilities effectively.
2. Key Duties and Responsibilities
2.1 Office Administration
The successful candidate will:
Coordinate the daily administrative activities of the office.
Ensure smooth and efficient office operations.
Maintain an organized and professional office environment.
Implement office administrative procedures and best practices.
Support departmental administrative requirements.
Perform general office administrative duties as assigned.
2.2 Records and Document Management
The Office Administrator will:
Maintain accurate office records and filing systems.
Organize both physical and electronic documents.
Prepare reports, letters, memos, and other administrative documents.
Ensure confidential information is stored securely.
Retrieve documents and records when required.
Maintain proper document control procedures.
2.3 Reception and Communication
The employee will:
Receive visitors professionally and direct them appropriately.
Answer and route incoming telephone calls.
Manage incoming and outgoing correspondence.
Respond to administrative inquiries promptly.
Maintain effective communication with internal and external stakeholders.
Ensure professional customer service at all times.
2.4 Office Supplies and Inventory Management
The successful candidate will:
Monitor office stationery and supply levels.
Prepare requisitions for office supplies.
Maintain accurate inventory records for office equipment and supplies.
Coordinate receipt and storage of office materials.
Monitor asset usage and report shortages or damages.
Support inventory verification exercises.
2.5 Procurement Support
The Office Administrator will:
Assist in preparing purchase requisitions.
Coordinate procurement documentation.
Liaise with suppliers regarding office purchases.
Monitor delivery of procured items.
Maintain procurement records and documentation.
Support compliance with procurement procedures.
2.6 Meeting and Calendar Management
The employee will:
Schedule meetings, appointments, and office events.
Prepare meeting agendas and related documentation.
Coordinate meeting venues and logistics.
Maintain office calendars and appointment schedules.
Record meeting minutes where required.
Follow up on action items arising from meetings.
2.7 Travel and Logistics Coordination
The successful candidate will:
Coordinate travel arrangements for staff.
Organize transport and accommodation where required.
Prepare travel schedules and itineraries.
Maintain travel records and supporting documentation.
Support logistics planning for official activities.
2.8 Human Resource Administrative Support
The Office Administrator will:
Support employee onboarding and administrative processes.
Assist with payroll documentation where required.
Maintain employee records and personnel files.
Support leave administration and attendance records.
Assist in organizing staff meetings and training sessions.
Maintain confidentiality of employee information.
2.9 Office Maintenance and Facilities Management
The employee will:
Ensure office premises remain clean and organized.
Monitor office utilities and maintenance services.
Report maintenance issues promptly.
Coordinate repairs and servicing of office equipment.
Liaise with service providers and contractors.
Ensure office facilities remain functional and safe.
2.10 Compliance and Administrative Support
The successful candidate will:
Ensure compliance with company policies and administrative procedures.
Maintain confidentiality of organizational information.
Support audits by providing administrative documentation.
Assist management with administrative projects.
Perform any other duties assigned by management that support organizational operations.
3. Minimum Qualifications
Applicants should possess the following qualifications:
Diploma in Business Administration, Office Administration, Secretarial Studies, or a related field from a recognized institution.
A Bachelor's Degree in Business Administration or a related discipline will be an added advantage.
4. Work Experience
The ideal candidate should have:
A minimum of two (2) years of experience in office administration or a related administrative role.
Practical experience in records management and administrative support.
Experience supporting procurement and inventory management activities.
Experience working with Microsoft Office applications and office management systems.
5. Required Skills and Competencies
The successful candidate should demonstrate the following skills:
Strong office administration skills.
Excellent records management abilities.
Good document preparation and report writing skills.
Proficiency in Microsoft Office applications, including Word, Excel, PowerPoint, and Outlook.
Good computer literacy.
Strong communication and interpersonal skills.
Excellent organizational and planning abilities.
Good time management skills.
Inventory management knowledge.
Procurement support skills.
Strong problem-solving abilities.
High attention to detail and accuracy.
Ability to manage multiple tasks simultaneously.
Ability to work independently and within a team.
Professional integrity and confidentiality.
6. Personal Attributes
The ideal candidate should possess the following qualities:
High level of professionalism.
Integrity and honesty.
Reliability and accountability.
Positive attitude toward work.
Strong work ethic.
Excellent customer service orientation.
Flexibility and adaptability.
Ability to remain calm under pressure.
Commitment to continuous learning and improvement.
Respect for confidentiality and organizational policies.
7. Working Environment
The Office Administrator will primarily work in an office environment while interacting regularly with employees, management, customers, suppliers, and service providers. The role requires extensive use of computers, office equipment, and communication systems. The successful candidate may occasionally coordinate activities outside the office, including procurement, logistics, meetings, and travel arrangements. The position requires the ability to manage multiple priorities while maintaining accuracy, professionalism, and efficiency.
8. Key Performance Indicators (KPIs)
Performance in this role will be measured using the following indicators:
Timely completion of administrative assignments.
Accuracy and completeness of office records and documentation.
Efficient management of office supplies and inventory.
Timely preparation of reports, letters, and administrative documents.
Effective scheduling and coordination of meetings and travel arrangements.
Compliance with company administrative procedures and policies.
Prompt response to internal and external communication.
Accuracy of procurement support documentation.
Effective maintenance of office assets and facilities.
Positive feedback from internal and external stakeholders.
Timely resolution of administrative issues.
Contribution to efficient office operations and organizational productivity.
9. Expected Outcomes
The successful Office Administrator will contribute to the organization's effectiveness by:
Ensuring efficient day-to-day office operations.
Maintaining accurate and organized records and documentation.
Supporting smooth communication within the organization.
Managing office supplies and administrative resources efficiently.
Providing reliable administrative support to management and staff.
Supporting procurement, logistics, and inventory management processes.
Maintaining clean, safe, and well-organized office facilities.
Strengthening compliance with organizational policies and procedures.
Protecting confidential organizational information.
Promoting professionalism, teamwork, and operational excellence.
The Office Administrator is expected to perform all assigned responsibilities with professionalism, integrity, efficiency, and a strong commitment to providing high-quality administrative support that contributes to the overall success of the organization.
Application
Go to Human Capital Outsourcing Limited on www.humancapitaloutsourcing.co.ke to apply