What Jobs are available for Office Administrator in Kenya?

• Managing and coordinating calendars for senior management, including scheduling meetings, appointments, and travel arrangements.
• Handling incoming and outgoing communications, including emails, phone calls, and mail, with professionalism and efficiency.
• Organizing and facilitating virtual meetings, including preparing agendas, taking minutes, and tracking action items.
• Developing and implementing efficient administrative processes and systems to support remote operations.
• Managing office supplies and equipment for remote employees, ensuring timely procurement and distribution.
• Assisting with onboarding new remote employees, providing necessary administrative support.
• Maintaining organized digital filing systems and ensuring data accuracy.
• Preparing reports, presentations, and other documents as required.
• Providing general administrative support to various departments as needed.
• Acting as a point of contact for internal and external inquiries.
• Troubleshooting minor IT issues related to office equipment and software for remote staff.
• Fostering a positive and collaborative remote work environment.

• Manage and maintain complex calendars for senior executives, coordinating meetings and appointments across different time zones.
• Prepare and edit correspondence, reports, presentations, and other documents.
• Handle incoming and outgoing communications, including emails, phone calls, and mail.
• Organize and coordinate virtual meetings, including setting up video conferencing and distributing materials.
• Maintain organized digital filing systems and ensure the confidentiality of sensitive information.
• Assist with travel arrangements and expense reporting.
• Provide general administrative support to the team, including data entry and research.
• Proactively identify and address administrative challenges and opportunities for process improvement.
• Serve as a point of contact for internal and external stakeholders requiring administrative assistance.
• Manage office supplies and equipment for remote team members as needed.

About Skillmind Software:

Skillmind Software is a leading technology company specializing in HR, Payroll, ERP, and Business Automation systems. We are a fast-paced organization serving clients across Africa, India, and the Middle East, with a team of developers, project managers, and business professionals working collaboratively to deliver world-class software products.

We are looking for a dynamic
Office Administration Assistant
who can provide efficient administrative, clerical, and coordination support to our operations. The ideal candidate should have prior experience working in a busy corporate environment — preferably in the software or technology industry — and should possess strong communication, organizational, and multitasking skills.

Role Overview:

The Office Administration Assistant will be responsible for ensuring smooth day-to-day operations of the office. This includes managing documentation, correspondence, scheduling, procurement coordination, petty cash handling, and supporting management and project teams. The role requires a proactive individual who can independently manage multiple priorities while maintaining a high level of professionalism and confidentiality.

Key Responsibilities:

Administrative & Office Management

• Manage day-to-day office operations and ensure a well-organized working environment
• Maintain cleanliness, orderliness, and readiness of office facilities and equipment
• Handle office supply inventory, vendor coordination, and procurement follow-ups
• Oversee office maintenance, repairs, and logistics support for internal and external activities
• Coordinate with housekeeping, IT support, and security to ensure efficient functioning of the office

Documentation & Communication

• Draft, proofread, and format correspondence, reports, memos, and company documents
• Maintain both digital and physical filing systems for company records and project documentation
• Manage incoming and outgoing correspondence (letters, parcels, official emails)
• Ensure timely internal communication between departments and management
• Prepare meeting notes, minutes, and follow up on assigned action items

Front Office & Liaison Activities

• Act as the first point of contact for visitors, clients, and vendors
• Handle phone calls, schedule appointments, and coordinate meetings for management
• Liaise with clients, service providers, and partners professionally and promptly
• Facilitate travel arrangements, hotel bookings, and logistics for team members or visiting clients
• Support HR in onboarding new employees and coordinating office orientation

Petty Cash & Finance Support

• Manage petty cash transactions and maintain accurate records
• Prepare expense reports, payment vouchers, and reconciliations
• Coordinate with the accounts team to ensure timely submission of expense claims and receipts
• Support procurement and invoice tracking as needed

Team Coordination & Support

• Assist management and project teams with scheduling, documentation, and logistical support
• Follow up on pending tasks, deadlines, and communications across departments
• Maintain a staff attendance register and update leave records where required
• Support event planning, staff meetings, and internal communication activities
• Help in coordinating project or client-related documentation as per company standards

Compliance & Confidentiality

• Ensure proper document control and adherence to company policies and procedures
• Maintain confidentiality of sensitive business and personnel information
• Support administrative compliance with audits, licensing renewals, and statutory filings

Required Skills & Experience:

• Diploma or Bachelor's degree in Business Administration, Office Management, or a related field
• Minimum 3–5 years of experience as an Office Administrator, Administrative Assistant, or similar role (experience in a software or IT company is an added advantage)
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and Google Workspace tools
• Excellent written and verbal communication skills
• Strong organizational, multitasking, and time management abilities
• Good understanding of record keeping, document filing, and correspondence management
• Experience in managing petty cash, vendor payments, and procurement support
• Familiarity with using CRM or ERP systems for basic administrative functions
• Professional demeanor with the ability to handle clients, vendors, and senior management efficiently
• Ability to prioritize and handle multiple assignments with minimal supervision
• Integrity, discretion, and reliability in managing confidential company information

Preferred / Nice-to-Have:

• Experience working in a fast-paced, technology-driven environment
• Knowledge of project documentation and technical file organization
• Basic understanding of HR coordination and employee engagement support
• Exposure to digital office tools such as Slack, Asana, or JIRA
• Experience with inventory or facility management software

Personal Attributes:

• Highly organized and detail-oriented
• Excellent interpersonal and customer service skills
• Proactive and resourceful with a "get things done" attitude
• Polite, professional, and calm under pressure
• Team player with a positive outlook and willingness to assist colleagues
• Reliable, disciplined, and punctual

Reporting & Team Structure:

• Reports to: Office Manager / Operations Director / CEO (as assigned)
• Works closely with: HR, Finance, Projects, and Technical Teams

What We Offer:

• Competitive salary and performance-based incentives
• Professional working environment with exposure to the software industry
• Opportunities for skill growth and development
• Supportive, collaborative, and innovation-driven culture

Join Skillmind Software and be part of a dynamic environment where you'll play a key role in ensuring smooth operations, communication flow, and coordination that keeps our growing team and projects running efficiently.

• Supervise and manage a team of remote administrative staff, providing guidance and support.
• Develop, implement, and maintain efficient administrative policies and procedures for a remote work environment.
• Oversee the procurement and management of office supplies, equipment, and services.
• Manage vendor relationships, negotiating contracts and ensuring service level agreements are met.
• Coordinate travel arrangements, meeting schedules, and event planning as needed.
• Ensure the smooth operation of communication systems and office infrastructure.
• Handle incoming and outgoing correspondence, ensuring timely and accurate dissemination of information.
• Maintain organized digital filing systems and databases.
• Assist with onboarding new employees by providing administrative support and resources.
• Serve as a point of contact for employee inquiries related to administrative matters.
• Proactively identify and implement process improvements to enhance administrative efficiency.

• Bachelor's degree in Business Administration, Management, or a related field, or equivalent work experience.
• Minimum of 5 years of experience in office administration, with at least 2 years in a supervisory or management role.
• Proven experience managing administrative functions in a remote or distributed work environment.
• Strong leadership and team management skills, with the ability to motivate and guide remote staff.
• Excellent organizational and time-management skills, with a keen eye for detail.
• Proficiency in office productivity software (e.g., Microsoft Office Suite, Google Workspace).
• Experience with virtual meeting platforms and project management tools.
• Strong communication and interpersonal skills, with the ability to interact effectively with all levels of the organization.
• Problem-solving abilities and a proactive approach to identifying and resolving issues.
• Ability to multitask and prioritize effectively in a fast-paced remote setting.

• Managing the reception area and greeting visitors.
• Handling incoming and outgoing correspondence, including emails, calls, and mail.
• Coordinating meeting schedules, appointments, and travel arrangements for executives.
• Preparing reports, presentations, and other documents as required.
• Maintaining office supplies inventory and managing vendor relationships.
• Organizing and maintaining filing systems, both physical and digital.
• Assisting with event planning and execution.
• Providing administrative support to various departments as needed.
• Implementing and maintaining office policies and procedures.
• Ensuring the office environment is tidy, organized, and conducive to productivity.

• A High School Diploma or equivalent is required; an Associate's or Bachelor's degree in a relevant field is a plus.
• Minimum of 3 years of experience in an administrative or office management role.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other office software.
• Excellent organizational and time management skills with the ability to multitask.
• Strong written and verbal communication skills.
• Discretion and professionalism in handling confidential information.
• Proactive attitude and ability to work independently with minimal supervision.
• Experience in executive support is highly desirable.

• Manage complex executive calendars, including scheduling meetings, appointments, and calls across different time zones.
• Arrange domestic and international travel, including flights, accommodation, and ground transportation, and prepare detailed itineraries.
• Process expense reports and reconcile corporate credit card statements.
• Prepare, edit, and proofread documents, presentations, and correspondence.
• Screen and prioritize incoming communications, responding to inquiries as appropriate.
• Serve as a primary point of contact for internal and external stakeholders, demonstrating excellent professional etiquette.
• Organize and maintain electronic and physical filing systems.
• Assist with event planning and coordination for virtual and in-person meetings.
• Conduct research on various topics as needed.
• Manage office supplies and coordinate with vendors as required.
• Provide general administrative support to the team as needed.
• Maintain strict confidentiality regarding sensitive information.

• Proven experience as an Office Administrator, Executive Assistant, or in a similar administrative role, preferably supporting multiple senior executives.
• Excellent organizational and time-management skills, with the ability to prioritize tasks effectively.
• Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and virtual collaboration tools (e.g., Zoom, Microsoft Teams).
• Exceptional written and verbal communication skills.
• High level of discretion and professionalism.
• Ability to work independently with minimal supervision and anticipate needs.
• Strong problem-solving skills and a proactive approach to tasks.
• Experience with virtual meeting platforms and scheduling tools.
• Must possess a reliable high-speed internet connection and a dedicated, professional home office environment.
• Eligibility to work in Kenya.
• Associate's or Bachelor's degree in Business Administration or a related field is an advantage.