Front Office Administrator

FRONT OFFICE ADMINISTRATOR

Position Details

Job Title: Front Office Administrator
Department: Administration
Reports To: Management
Employment Type: Full-Time
Duty Station: Nairobi

Job Purpose

The Front Office Administrator will be responsible for ensuring the smooth day-to-day running of the front office while providing effective administrative, HR and operational support.

The successful candidate will maintain accurate personnel and compliance records, support attendance and payroll documentation, coordinate office correspondence and records, and provide professional support to management, employees, clients and visitors.

The role requires a highly organised, professional and detail-oriented individual who can manage multiple administrative responsibilities while maintaining confidentiality and accuracy.

Key Duties and Responsibilities

1. Front Office & General Administration

  • Manage day-to-day front office operations and ensure a professional and welcoming environment.
  • Receive and appropriately direct visitors, candidates, clients and telephone enquiries.
  • Prepare, receive, register and manage official correspondence, letters and emails.
  • Maintain accurate physical and electronic filing systems.
  • Coordinate management meetings, appointments and schedules.
  • Take meeting minutes, circulate action points and follow up on agreed actions.
  • Maintain adequate office supplies and consumables and coordinate replenishment when required.
  • Provide general administrative support to management and other departments.

2. Personnel & HR Administration

  • Open, maintain and update employee personnel files.
  • Ensure employee documentation, including contracts, identification documents, statutory records, licences and relevant certificates, is complete and properly filed.
  • Maintain employee documentation registers and trackers.
  • Monitor expiry dates of employee licences, certificates and other time-sensitive documents and follow up on renewals.
  • Maintain attendance records, muster rolls and other employee records required for payroll processing.
  • Compile accurate monthly attendance information for management.
  • Receive and record employment applications.
  • Schedule interviews and prepare interview documentation.
  • Follow up on required pre-employment documentation and vetting.
  • Channel employee welfare and administrative matters to management for appropriate action.

3. Compliance & Records Management

  • Maintain accurate and up-to-date employee compliance documentation.
  • Monitor statutory and regulatory documentation and ensure records remain audit-ready.
  • Maintain confidentiality of employee, client and organisational information.
  • Ensure sensitive records are securely stored with appropriate access controls.
  • Maintain accurate registers and tracking systems for important documentation.

4. Client & Stakeholder Administration

  • Maintain and regularly update client records and databases.
  • Track important client information, including contract dates, key contacts and relevant renewal dates.
  • Flag upcoming contract renewals, reviews and other important deadlines to management.
  • Respond professionally to routine client correspondence and enquiries.
  • Maintain a professional image when interacting with clients and other external stakeholders.

5. Operations & Logistics Support

  • Prepare, type and format operational reports, incident reports, assessment reports and other business documents.
  • Assist with preparation of purchase orders, dispatch notes and related administrative documentation.
  • Maintain procurement and logistics records.
  • Assist in coordinating vehicle and motorcycle fuelling and maintenance documentation where required.
  • Maintain relevant fuel, maintenance and logistics records.
  • Support operational teams with administrative documentation as required.

6. Tender & Documentation Support

  • Assist in compiling tender and prequalification documents.
  • Organise statutory certificates, CVs, company profiles and supporting documentation for submissions.
  • Ensure tender documentation is properly organised and prepared within required deadlines.
  • Support professional formatting and presentation of reports, proposals and other organisational documents.

7. Other Responsibilities

  • Maintain high standards of confidentiality, integrity and professionalism.
  • Ensure administrative tasks and documentation are completed accurately and within required timelines.
  • Perform any other reasonable administrative duties assigned by management.

Minimum Qualifications & Experience

  • Diploma in Business Administration, Office Administration, Secretarial Studies, Human Resource Management or a related field from a recognised institution.
  • Minimum 2 years' relevant experience in administration, HR support, office administration or a front office role.
  • Experience working in a security company, labour-intensive organisation or field-based operation will be a strong advantage.
  • Demonstrable proficiency in Microsoft Word, Excel, Outlook and PowerPoint.
  • Excellent written and verbal communication skills in English and Kiswahili.
  • Ability to draft professional business correspondence with minimal supervision.
  • Strong organisational, planning and time-management skills.
  • Ability to maintain accurate registers, trackers and filing systems.
  • Demonstrated ability to handle confidential and sensitive information appropriately.
  • High level of integrity, professionalism and attention to detail.
  • Ability to multitask and work effectively with minimal supervision.

Key Competencies

  • Strong attention to detail and accuracy
  • Excellent record-keeping and documentation skills
  • Strong follow-through and ability to meet deadlines
  • Professional communication and interpersonal skills
  • Confidentiality and discretion
  • Initiative and problem-solving ability
  • Excellent organisational skills
  • Customer service orientation
  • Ability to prioritise multiple responsibilities
  • Ability to work independently and as part of a team

Added Advantages

Candidates with any of the following will have an added advantage:

  • Experience working within the private security industry.
  • Knowledge of employee regulatory and compliance documentation.
  • Familiarity with statutory payroll administration.
  • Experience preparing tender and prequalification documentation.
  • Strong report writing, document formatting and typesetting skills.
  • Additional certification in Customer Service, Office Management, Human Resources or Secretarial Practice.
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