Administration Officer at Stratostaff in Nairobi, Kenya

    Stratostaff logo

    Administration Officer

    StratostaffNairobi, Kenya

    Posted

    3 days ago

    Apply by

    3 Sept

    Full Time
    On Site
    Entry
    Human Resources & Recruitment
    Admin & Office

    Build your CV in minutes! Tailored for the Kenyan job market.

    Build My CV

    Job Description

    This role serves as the first point of contact for clients, managing reception duties, administrative support, and office coordination. The officer will handle phone calls, greet visitors, manage petty cash, support HR with events, and ensure office safety and hygiene standards.

    Key Responsibilities

    • Being the entry point for customer phone calls to the client, receiving phone calls promptly, professionally and politely in line with client's standards.
    • Ensuring a customer-centric focus approach at the reception.
    • Greeting and welcoming customers immediately they approach the reception, answering and addressing their queries professionally.
    • Managing and recording petty cash and submitting it to finance for replenishment on a timely basis.
    • Supporting the HR department in the organization of office events, and conferences, including sourcing for service providers and venues.
    • Ensuring the confidentiality and security of files and filing systems.
    • Maintaining safety and hygiene standards of the office in coordination with the office cleaners, the security guard and the office assistant.
    • Recording the central registry book and coordinating the dispatch of files and packages in liaison with courier services.
    • Order office supplies and kitchen supplies and keep an inventory of the same.
    • Update calendars and organize the meeting rooms in preparation for scheduled meetings.
    • Organize airport transfers and coordinate the movement and itinerary of visiting client staff from other agencies in liaison with the drivers.
    • Keep updated records of office expenses and costs.
    • Carry out any other responsibilities as assigned by the supervisor

    Required Qualifications

    • Proven work experience as a Receptionist, Front Office Representative or similar role.
    • A diploma or degree in any
    • Proficiency in Microsoft Office Suite
    • Hands-on experience with office equipment e.g. shredders, photocopiers and printers
    • Professional attitude and appearance
    • Solid written and verbal communication skills
    • Ability to be resourceful and proactive when issues arise
    • Excellent organizational skills
    • Multitasking and time-management skills, with the ability to prioritize tasks.
    • Customer service attitude

    Job Details

    Job Function

    Admin & Office

    Education Level

    Diploma

    Area of Study

    Any

    Additional Information

    How to Apply: Interested and qualified? Go to Stratostaff on jobs.stratostaff.co.ke to apply.

    Master the Front Desk and Office Flow

    This role is the face of the client's office, so your ability to juggle calls, visitors, and admin tasks while keeping a warm, professional tone will be tested from day one. Hiring managers will look for evidence that you can handle pressure without dropping the ball on details.

    1. Showcase your reception experience: On your CV, highlight any roles where you managed a front desk or reception area. Use numbers, like how many calls you handled daily or how you improved visitor check-in times.

    2. Prove your Microsoft Office skills: Be ready to demonstrate your proficiency in Word, Excel, and Outlook. Mention specific tasks like creating spreadsheets for expense tracking or managing calendars.

    3. Prepare for situational questions: Expect questions like 'How would you handle an irate visitor?' or 'How do you prioritize when multiple tasks come at once?' Practice your answers using the STAR method.

    4. Highlight your organizational skills: Give examples of how you've maintained filing systems or managed office supplies. Mention any inventory tools you've used.

    5. Emphasize your customer service attitude: Share a story where you went above and beyond for a customer or client. This role is all about making people feel welcome and valued.

    6. Understand the client's industry: Since this is a consulting firm, research their services and clients. Show that you understand the importance of confidentiality and professionalism in a corporate environment.

    7. Dress for success: The posting mentions 'professional attitude and appearance,' so dress sharply for the interview. First impressions matter in this role.

    8. Ask thoughtful questions: Prepare questions about the team, the office culture, and how success is measured in the first 90 days. This shows you're serious about the role.

    CareerSasa Safety Alert: Never pay employers or agencies for interviews, training, or job placement. Does a job request payment? Report it immediately using the "Flag" button. While CareerSasa vets job postings thoroughly, always verify opportunities independently.
    Share this job:

    Boost Your Application Success

    1. 1

      Expert CV help that gets you noticed. Build Your CV

    2. 2

      A personalized cover letter for this role. Write Cover Letter

    3. 3

      Attract recruiters with a stronger profile. Boost LinkedIn

    Tags

    receptionist
    front office
    Microsoft Office
    customer service
    office administration