Office Administrator

Experience: > 6 years

Location: HQ, Nairobi

Skills Required: 

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) – advanced level.
• Understanding of document management systems and basic ERP/administrative software

Description

The Office Administrator is responsible for ensuring the smooth, efficient, and professional day-to-day administrative operations across Taison Group’s diversified businesses (construction, hospitality, car wash, and laundry services). This role provides high-level administrative support to management, coordinates communication and operations between departments and branches, maintains robust records and compliance systems, identifies and resolves operational inefficiencies, and acts as a key facilitator for organizational effectiveness in a fast-paced, multi-unit environment.

Key Responsibilities

1. Office Administration & Coordination

• Oversee daily office operations and establish efficient administrative workflows across all sections of the company.
• Identify and document operational gaps, workflow breakdowns, and inefficiencies; maintain a live issue register and track resolution timelines.
• Develop and maintain standard operating procedures (SOPs) for key administrative and operational processes.
• Develop and maintain a professional communication protocol for internal and external stakeholders.
• Coordinate communication and collaboration between departments, branches, suppliers, management, and other stakeholders.
• Conduct regular operational check-ins with division leads (weekly or bi-weekly) and escalate unresolved operational issues to Group leadership promptly.
• Manage office supplies, equipment, utilities, facilities, and company assets (including tagging and tracking).
• Maintain well-organized physical and digital filing systems for records, contracts, licenses, and company documents.
• Professionally handle incoming calls, emails, and visitors while managing senior management calendars, meetings, and appointments.
• Prepare professional correspondence, reports, memos, and meeting minutes, and follow up on action points.

2. Operations & Inter-Departmental Support

• Provide operational and administrative support across construction, hospitality, laundry, and car wash business units.
• Facilitate structured communication between management directives and staff execution; document and circulate meeting minutes, action items, and deadlines.
• Track and follow up on operational requests, branch needs, and administrative issues, escalating where necessary.
• Flag misalignments between management expectations and on-ground performance, and support team leads in cascading information to frontline staff.
• Coordinate maintenance and servicing of office equipment, facilities, and company assets.
• Support the implementation, monitoring, and enforcement of company policies and procedures.

3. Records, Documentation & Compliance Management

• Maintain accurate, up-to-date, and confidential employee records, company documents, contracts, and regulatory files (licences, permits, etc.).
• Ensure al staff have received, read and signed current company policies.
• Conduct quarterly policy compliance audits across divisions; maintain a policy breach log with outcomes and corrective actions taken.
• Flag and escalate policy breaches to management within 24 hours.
• Support preparation of documentation for audits, compliance checks, inspections and statutory requirements.
• Develop and maintain administrative databases, trackers and reporting systems.
• Ensure the confidentiality, integrity and proper archiving of sensitive company information.

4. Asset Management

• Maintain a current asset register for all Taison Group divisions.
• Conduct monthly asset verification and reconciliation.
• Track asset alocation, usage, condition and movement across the business units.
• Flag missing, damaged, or misused assets and escalate for accountability.
• Manage procurement requests and ensure assets are properly received and recorded.

5. HR & Staff Administrative Support

• Assist with onboarding, induction, and documentation of new staff.
• Support leave management, attendance tracking, and staff welfare initiatives.
•  Facilitate internal staff communication and coordination of HR-related administrative processes.
• Maintain organized personnel files in line with company and statutory requirements.

6. Reporting & Financial Oversight (Administrative)

• Prepare timely weekly and monthly administrative reports for management.
• Monitor administrative expenses and support budget tracking and cost control.
• Identify opportunities for process improvement and administrative efficiency.
• Escalate critical operational or administrative matters to the Chief Operations Officer.

Qualifications

Technical Skills

• Diploma or Bachelor’s Degree in Business Administration, Office Management, Operations Management, Human Resource Management or a related field.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) – advanced level.
• Experience with document management systems and basic ERP/administrative software is an advantage.

Soft Skills

• Exceptional organizational, multitasking, and time management abilities.
• Excellent verbal and written communication skills.
• High level of professionalism, discretion, and confidentiality.
• Strong problem-solving, coordination, and follow-through skills.
• Adaptability and ability to thrive in a fast-paced, multi-business environment.

Experience

• Minimum of 6 years’ progressive experience in office administration, operations coordination, or executive support roles.
• Experience in a multi-company or multi-branch setup (especially in construction, hospitality, or services sectors) is a strong advantage.
• Demonstrated ability to manage administrative processes independently with minimal supervision.

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