Front Office Associate ( 3 - 6 month Contract)

  • Nairobi
  • Permanent
  • Full-time
  • 1 month ago
Job Description :1. Front Office Operations:
  • Serve as the primary point of contact for calls, messages, and inquiries from all business units.
  • Redirect calls or messages to the appropriate staff members, ensuring timely and accurate communication.
  • Manage the reception area to ensure a welcoming and professional environment.
  • Welcome and assist visitors, maintaining a visitor management system to log and track guest interactions.
  • Coordinate the receipt and distribution of deliveries, including parcels, mail, and packages.
2. Cleaning and Office Maintenance:
  • Supervise the office cleaner to ensure all office spaces (Apiary and Engine Room) are clean, hygienic, and well-maintained.
  • Oversee cleaning schedules and ensure compliance with office hygiene standards.
  • Report and follow up on any maintenance or repair needs.
3. Office Supplies and CAPEX Management:
  • Ensure both offices are stocked with necessary supplies, including stationery, cleaning materials, and kitchen essentials.
  • Maintain an inventory of office supplies and plan for replenishment in coordination with the administration team.
  • Assist in planning and managing capital expenditures (CAPEX) for office items such as printers, furniture, and equipment.
  • Research and recommend suppliers for cost-effective and quality purchases.
4. Administrative Support:
  • Supervise office purchases and shopping, ensuring proper documentation and adherence to budgets.
  • Manage and update administrative records, including visitor logs, office supply inventories, and maintenance schedules.
  • Support the administration team in planning and coordinating internal meetings, events, and office functions.
5. Communication and Coordination:
  • Liaise with internal teams across business units to streamline communication and ensure alignment with company policies.
  • Assist with onboarding and offboarding processes by coordinating logistics for new hires or departing employees.
  • Maintain confidentiality and discretion when handling sensitive communication or documents.
6. Health and Safety Compliance:
  • Ensure compliance with health and safety standards across office premises.
  • Conduct regular checks to ensure fire safety equipment and first aid kits are adequately stocked and functional.
7. Cross-Functional Collaboration
  • Collaborate with teams across other Business Units and contribute to projects, initiatives, or tasks that require cross-functional expertise.
  • Participate in and deliver on projects or tasks assigned from other Business Units.
RequirementsAcademic Qualifications
  • Diploma or Bachelor’s Degree in Business Administration, Office Management, or a related field
Relevant Experience:
  • A minimum of 3 years of experience in a similar front office or administrative role.
  • Experience in a Pan-African or multinational organization is preferred.
  • Proven experience supervising staff and managing office operations
Technical and Functional Skills:
  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
  • Familiarity with visitor management systems or tools.
  • Basic knowledge of inventory management software.
  • Understanding of procurement processes and vendor management.
  • Knowledge of health and safety regulations.
  • Ability to handle confidential information with discretion.
  • Excellent verbal and written communication skills.
  • Strong coordination and multitasking abilities.
  • Familiarity with Nairobi’s geography for managing deliveries and errands.
  • Financial acumen for budgeting and procurement tasks.

The Adaptis Group Africa