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• Manage complex calendars and schedule appointments for executives and teams.
• Coordinate and prepare materials for virtual meetings and events.
• Handle all incoming and outgoing correspondence, including emails and phone calls.
• Maintain organized electronic filing systems and databases.
• Support various departments with administrative tasks and projects.
• Facilitate seamless communication and information flow within remote teams.
• Assist with the onboarding process for new remote employees.
• Manage travel arrangements and expense reporting (if applicable).
• Conduct research and prepare reports, presentations, and other documents.
• Identify and implement process improvements to enhance operational efficiency.

• Proven experience as an Administrative Assistant or in a similar role.
• Exceptional organizational and time management skills.
• Proficiency in Microsoft Office Suite and Google Workspace.
• Experience with project management and CRM/ERP software.
• Excellent written and verbal communication skills.
• Ability to multitask and prioritize effectively.
• Strong problem-solving and critical-thinking abilities.
• Discretion and ability to maintain confidentiality.
• Self-starter with the ability to work independently and as part of a remote team.
• High school diploma or equivalent; further qualifications a plus.

• Manage and coordinate schedules for meetings, appointments, and travel arrangements for remote team members.
• Handle incoming and outgoing communications, including emails, phone calls, and internal messages, ensuring timely responses.
• Organize and maintain digital filing systems, ensuring easy access to important documents and information.
• Assist in the preparation of reports, presentations, and other documents.
• Coordinate logistics for virtual team events and projects.
• Track project timelines and deliverables, proactively identifying potential roadblocks.
• Process invoices, expense reports, and other financial administrative tasks as needed.
• Conduct online research and gather information as requested.
• Provide support for onboarding new remote employees.
• Ensure the smooth operation of remote work tools and platforms.

Job Overview
As the USS Support Assistant Coordinator, you will be responsible for overseeing the support function and ensure clients receive support on time and the works carried out by the technicians is up to standard. You will also be required to carry out installation, maintenance and service of security systems while adhering to quality. Your role will also involve assisting in the back-office support, reporting, communication and client relationship management supporting the USS Support Coordinator Lead. You will also be a key liaison between the clients and the technical team, support team members, ensuring efficient and timely resolution of customer issues and inquiries.

Key Responsibilities

Key Responsibilities

• To ensure adequate support is provided to the client on time and also to make sure preventive maintenance is carried out on time.
• Monitor the work of the wider support team and ensure the works are carried out as per the company standard.
• Ensure proper documentation of all support calls and preventive maintenance.
• To carry out installation and/or maintenance and service of electronic security systems such as CCTV, access control, barriers, electric fence, PAVA, BMS, IPBAX, Parking, Speedstiles, tripods, intercom, electric gates and fire alarms.
• Responsible for attending to client's support call within set times.
• Responsible for problem escalation and communication to the Leads as required (USS Support Coordinator Lead or USS Support Technical Lead).
• Respond to and fix systems, application problems and issues as raised through calls.
• To handle technical complaints from the client professionally and escalate when necessary.
• Fill a job card for each assignment attended indicating the work covered and any necessary observation.
• Process improvement identification.
• Attend meetings as required. To carry out any other tasks as may be directed by the Management.
• Collaborate with internal stakeholders to gather customer feedback and insights, identify trends, and communicate customer pain points to relevant teams for product improvement.
• Stay updated on industry trends, emerging technologies, and customer support best practices, and proactively share knowledge and recommendations with the team.

Reliever for the USS Support Coordinator Lead

• Team supervision and communication on work allocation having liaised with the USS Support Technical Lead (Implementation).
• Manage all client communication and correspondence.
• Sending of quotation and coordination with the pre sales team
• Follow up on quotes from clients.
• Reporting and monitoring of ongoing activities.
• Leading team meetings or hurdles.

Education and Experience

• Bachelor's degree in a relevant field or equivalent work experience.
• Proven experience (2+ years) in a customer support role.
• Working knowledge of multiple security functions and security-driven technology solutions. And willingness to continually acquire new skills.
• Working knowledge of general maintenance processes, methods, tools, and devices.
• Excellent communication and interpersonal skills, with the ability to effectively interact with customers, team members, and stakeholders at all levels.
• Proficiency in customer support tools and systems, such as help desk software, customer relationship management (CRM) platforms, and knowledge base systems.
• Exceptional problem-solving skills and the ability to remain calm and composed in high-pressure situations.
• Strong organizational skills, with the ability to prioritize tasks and manage multiple priorities simultaneously.
• Knowledge of customer support best practices, including customer-centricity, empathy, and active listening.

Why Join Us?

To apply, kindly send your resume and cover email application to by
30th September 2025
. Clearly indicate the job title in your subject: USS Support Assistant Coordinator.

• Assisting project managers with daily administrative tasks.
• Coordinating project schedules, meetings, and conference calls using virtual platforms.
• Managing and organizing project documentation, including reports, proposals, and contracts.
• Maintaining project databases and updating project management software.
• Facilitating communication between project team members and stakeholders.
• Processing and tracking project-related invoices and expenses.
• Preparing meeting agendas and taking meeting minutes.
• Conducting online research to support project needs.
• Onboarding new project team members with administrative procedures.
• Ensuring timely delivery of administrative reports and updates.
• Troubleshooting minor administrative issues that may arise in a remote setting.
• Upholding organizational standards for accuracy and efficiency in all administrative duties.
• Supporting other administrative functions as directed.

• Associate's degree or equivalent experience in Business Administration or a related field.
• Minimum of 2 years of experience in an administrative or project support role.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and Google Workspace.
• Experience with project management software (e.g., Asana, Trello, Monday.com) is a plus.
• Excellent written and verbal communication skills in English.
• Strong organizational skills and attention to detail.
• Ability to multitask and prioritize effectively in a remote work environment.
• Proactive problem-solving skills.
• Must be comfortable and productive working remotely.
• This position is fully remote, supporting projects based in and around Meru, Meru, KE , with the flexibility for the candidate to work from any location.

• Coordinate administrative tasks and projects.
• Manage digital calendars and schedule appointments.
• Prepare documents, reports, and presentations.
• Maintain organized digital filing systems.
• Facilitate virtual communication and team coordination.
• Handle incoming and outgoing correspondence.
• Support operational teams with administrative needs.
• Ensure timely and accurate data entry.

• Proven administrative experience.
• Excellent organizational and time management skills.
• Proficiency in Microsoft Office Suite or Google Workspace.
• Strong written and verbal communication abilities.
• Ability to work independently and manage priorities effectively remotely.
• Attention to detail and accuracy.
• Experience with virtual collaboration tools is a plus.

• Provide high-level administrative support to senior executives, including calendar management, travel arrangements, and expense reporting.
• Prepare and edit correspondence, communications, presentations, and other documents.
• Coordinate and manage complex meeting schedules, ensuring all parties are informed and prepared.
• Organize and facilitate internal and external meetings, including preparing agendas and distributing minutes.
• Manage and maintain confidential files and records with accuracy and discretion.
• Conduct research and gather information for reports and presentations.
• Liaise with internal departments and external contacts on behalf of executives.
• Assist with the planning and execution of special projects and events.
• Develop and implement efficient administrative processes to streamline workflows.
• Manage incoming communications, prioritizing and redirecting as necessary.
• Anticipate the needs of executives and proactively address potential issues.
• Maintain a professional and positive demeanor, representing the executive office effectively.
• Support the onboarding process for new team members as directed.
• Monitor and manage office supplies and equipment for remote staff as needed.
• Contribute to team efforts by accomplishing related results as needed.

• Associate's or Bachelor's degree in Business Administration or a related field.
• Minimum of 5 years of experience in administrative support, with significant experience supporting senior-level executives.
• Exceptional organizational and time-management skills, with the ability to prioritize effectively.
• Proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook) and virtual collaboration tools.
• Excellent written and verbal communication skills.
• High level of discretion and experience handling confidential information.
• Strong problem-solving abilities and a proactive, can-do attitude.
• Ability to work independently, manage multiple tasks simultaneously, and meet deadlines in a remote environment.
• Professional demeanor and excellent interpersonal skills.
• Experience with project coordination is a plus.
• Familiarity with project management software is beneficial.

Overview
Handsome Brook Farms, a certified B Corp, is a pioneer in pasture-raised organic egg production. Founded in upstate New York with just five hens, we have grown into the nation's leading producer of organic pasture-raised eggs with partner farms in 10 states. Dedicated to acting handsomely in all aspects of operations, Handsome Brook Farms is committed to treating farmers, animals, and the land with the utmost respect. Our mission is to provide consumers with a clean, responsibly-raised source of protein that they can trust—from coop to carton. As a certified B Corp since March 2021, Handsome Brook Farms upholds the highest standards of social and environmental performance. In 2022, we acquired The Farmer's Hen, expanding our grower network and diversifying production and distribution to include Organic, Conventional Free Range, and Cage-Free eggs. Additionally, HBF Foods was established because we are inspired to be more than just a shell-egg company. Acting as stewards of resources on every level, we have created revolutionary Certified Upcycled Egg-Based Dairy-Free Dips & Yogurts, showcasing Handsome Brook Farms' relentless pursuit of stewardship and innovation.

In 2024, in an effort to deepen our connection to our farmers and the land, have the opportunity to trial cutting-edge barn equipment, and pilot innovative pasture management practices, we started building our own company farms. Owning every aspect of bringing eggs to you also allows us to ensure that each step of the process reflects our unwavering commitment to sustainability and animal welfare.

Our rapid growth continues in 2025 with the creation of Brooks Grading, the newest state-of the-art facility within the Handsome Brook Farms' family. At Brooks Grading, we receive farm fresh eggs then sort and grade them by USDA standards on quality and size. With the latest technology in an innovative environment, our know-how and expertise in the industry will allow us to adopt the high standards of our company to our own supply chain.

Handsome Brook Farms upholds the beliefs of respect and accountability - of our land and farms, our birds, our employees, our customers, and our consumers – at every step in the process. We believe doing good is just good business, and are excited to offer you a winning career opportunity to be a part our incredible team where fast-paced growth is achieved through the efforts of every member.

Are you a friendly, helpful, and a perfectionist? Do you like to double and triple-check to make sure you've spelled a name or company correctly before sending out an email? Do you have a strong work ethic, enjoy working independently, and want to contribute to a team? If you answered yes to these questions, we have the job for you

We are seeking a detail-oriented and proactive Administrative Coordinator to provide administrative support to our Human Resources team and other departments at a rapidly growing national company. This partially remote, very independent role is ideal for someone who enjoys organizing every detail, working across cloud-based digital platforms, and supporting a variety of administrative tasks for multiple departments, and supporting employee experience tasks.

Key Responsibilities

• Provide day-to-day administrative support to the HR department, including but not limited to:

+data entry

+project tracking

+updating online files

+research

+scheduling online appointments

+creating & organizing Dropbox folders

+creating files in Canva

+other duties as assigned.

• Assist with creating, editing, and formatting documents, spreadsheets, and reports using Microsoft Excel, Word, and Airtable.
• Manage digital file organization and sharing in Dropbox and other cloud-based platforms.
• Support employee engagement by coordinating welcome boxes for new hires, ordering gifts, and managing company swag inventory and distribution.
• Design simple internal communications, graphics, or documents using Canva.
• Assist other departments with administrative tasks, such as ordering supplies for new employees, project tracking, document formatting, and database updates.
• Ensure accuracy, consistency, and confidentiality in handling sensitive information.
• Collaborate with team members to streamline workflows and improve administrative processes.
• Work collaboratively and effectively as a part of a small team, but also with larger teams.
• Able to juggle and prioritize tasks with a smile.
• Perform other related duties as assigned.

Qualifications

• Strong organizational skills and attention to detail.
• Proficiency with Dropbox, SharePoint, Microsoft Office Suite (Excel, Word) and comfort learning new software tools.
• Advanced skills with Canva, Airtable, and other cloud-based tools preferred.
• Superior spoken and written communication skills.
• Ability to prioritize tasks and manage time effectively in a remote work environment.
• Self-motivated with the ability to work independently and collaboratively across multiple teams in multiple locations.
• Previous administrative or internship experience.

Preferred Experience
Bachelor's Degree:

• Exposure to HR processes, employee onboarding or office coordination

What We Offer

• A partially remote, independent work environment.
• Hands-on experience supporting HR and multiple other departments.
• A team-oriented culture where your contributions are valued.
• Generous time off, matching retirement, health insurance, and more.

• Manage executive calendars, schedule appointments, and coordinate meetings across different time zones.
• Prepare agendas, take minutes, and distribute follow-up actions for meetings.
• Handle incoming and outgoing communications, including emails, calls, and correspondence.
• Organize and maintain digital filing systems and databases.
• Assist in the preparation of presentations, reports, and other documents.
• Coordinate travel arrangements and logistics as needed.
• Manage vendor relationships and process invoices.
• Support event planning and coordination for virtual and hybrid events.
• Conduct research and compile information for various projects.
• Ensure smooth operation of office procedures and administrative workflows.

• Proven experience as an Administrative Assistant, Virtual Assistant, or in a similar role.
• Excellent organizational and time-management skills.
• Proficiency in G Suite (Google Workspace) or Microsoft Office Suite.
• Familiarity with virtual meeting platforms (e.g., Zoom, Microsoft Teams).
• Strong written and verbal communication abilities.
• Ability to work independently and proactively.
• High level of discretion and confidentiality.
• Experience with CRM or project management software is a plus.