Job overview

We are seeking a resourceful and proactive Office Administrator to support our offices in Kisumu.The ideal candidate should be highly organized, proactive, and able to juggle multiple priorities with a calm, professional demeanor. The position offers an opportunity to contribute to operational efficiency while working in a fast-paced, customer-focused industry.The role will involve ensuring smooth daily operations within our HR & Recruitment firm. This role is integral to maintaining efficient office processes, supporting and delivering excellent service to clientele.

Key Responsibilities

• Manage front office operations including reception duties, handling calls, emails, and walk-in clients.
• Maintain office supplies, equipment, and vendor relationships to ensure smooth operations.
• Prepare, format, and manage documents, contracts, and reports for client and candidate engagements.
• Support the recruitment team with interview scheduling, candidate onboarding documentation, and database updates.
• Assist in managing calendars, coordinating meetings, and preparing meeting agendas/minutes.Maintain and update client and candidate records in the Applicant Tracking System (ATS) and CRM.
• Ensure proper filing systems (both digital and physical) for confidential HR and recruitment documents.
• Track invoices, petty cash, and liaise with accounts for payment processing.
• Coordinate travel arrangements and logistics for staff or candidates as required.
• Support in planning and executing company events, training sessions, and client workshops.

Requirements

• Diploma in Business Administration, Procurement, Office Management, or a related field.
• At least 1-2 years of administrative experience, highly preferred.
• Proven experience in procurement, store keeping, or asset management.
• Proficiency in MS Office Suite (Word, Excel, Outlook) and ability to use office equipment effectively.
• Strong organizational and multitasking skills with attention to detail.
• Excellent communication and interpersonal skills.
• Demonstrated ability to manage time, prioritize tasks, and maintain confidentiality.
• Familiarity with occupational safety, environmental management, and compliance regulations is an added advantage