Operations & Office Administrator

Job Title: Operations & Office Administrator Department: Operations Reports To: Head of Operations / CEO Location: Nairobi, Kenya Employment Type: Full-Time The Operations & Office Administrator will serve as the operational backbone of the organization,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 Office Management • Oversee daily office operations and ensure a well-organized, professional work environment. • Manage office supplies inventory, procurement, and vendor relationships. • Coordinate maintenance and repairs for office equipment and facilities. • Implement and maintain efficient filing systems (physical and digital). Administrative Support • Provide comprehensive administrative support to the CEO and senior management. • Prepare correspondence, reports, presentations, and other business documents. • Schedule and coordinate meetings, appointments, and travel arrangements. • Handle incoming calls, emails, and visitors, ensuring prompt and professional responses. Operations Coordination • Assist in tracking and managing project timelines and deliverables. • Monitor compliance with company policies, procedures, and legal requirements. Logistics & Fleet Coordination • Oversee company vehicles and motorbikes, ensuring proper fuel usage and tracking. • Reconcile fuel payments and vehicle accounts. • Track inspections, insurance renewals, and logbook updates. • Book vehicle inspections and handle renewals ahead of due dates. HR & Team Support • Assist with staff onboarding, orientation, and maintaining employee records. • Coordinate HR administrative tasks including leave management and attendance tracking. • Organize team events, meetings, and staff welfare initiatives. Requirements Education • Bachelor’s degree in Business Administration, Office Management, or a related field. Experience • 2–4 years of proven experience in an administrative or operations role. • Previous experience in real estate, property management, or a related industry is an added advantage. Technical Skills • Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook). • Experience with property management software or CRM systems is a plus. • Ability to use digital collaboration tools (e.g., Google Workspace, Slack, Zoom). Core Competencies • Exceptional organizational and multitasking abilities. • Strong written and verbal communication skills. • High level of integrity, confidentiality, and professional judgment. • Problem-solving mindset with a proactive, can-do attitude. • Ability to work independently and as part of a team.