Administrative Officer / Front Office Receptionist Location: Plot 179/185. 6 th Street Industrial Area Reports to: [Director / Office Manager] Employment type: Full-time
Job Purpose We are looking for an organized, detail-oriented Administrative Officer/Receptionist to manage front-office operations and provide broader administrative support to the company. The role combines reception duties with responsibility for correspondence, rental payment follow-up, import/customs coordination, and director record-keeping, and is well suited to someone comfortable liaising with regulatory bodies such as URA and KCCA.
Key Responsibilities Front Office & General Administration • Welcome visitors, answer and direct phone calls, and manage general email/mail correspondence. • Manage the director’s documents. • Take minutes at meetings and circulate action points. • Order and manage office supplies, and coordinate with vendors and service providers.
Correspondence & Records Management • Draft professional letters, emails, and formal correspondence to banks, URA, KCCA, NSSF, and other institutions. • Maintain accurate, well-organized records for company directors, including statutory documents, licenses, and certificates. • Maintain a general company filing system (digital and physical) and ensure documents are easily retrievable.
Rental Payments & Invoicing • Monitor rental invoices, payments, and receipts, and maintain an up-to-date payment tracker. • Follow up with tenants on outstanding or upcoming payments. • Maintain records of lease/tenancy agreements and flag renewal or escalation dates.
Import Documentation & Customs Coordination • Prepare and organize import documentation (invoices, packing lists, bills of lading/airway bills, certificates of origin). • Liaise with clearing agents, freight forwarders, shipping lines, and URA customs to track shipment status. • Support correct classification of goods using HS codes, and follow up on duty assessments and customs releases. • Follow up with all relevant parties to ensure imports clear and are delivered promptly, escalating delays promptly.
Regulatory & Statutory Compliance Support • Track renewal deadlines for trading licenses, tax clearance certificates, NSSF returns, and other statutory obligations. • Support directors and management with URA and KCCA-related filings, queries, and follow-ups.
Other • Provide basic support to all departments in the company. • Undertake any other administrative duties assigned by management.

Qualifications, Skills & Experience • Diploma or Bachelor's degree in Business Administration, Office Management, or a related field. • At least 2 years of experience in an administrative, front office, or receptionist role; experience with imports/customs or property/rental administration is an added advantage. • Working knowledge of URA and KCCA processes and requirements is an advantage. • Excellent written communication skills, with the ability to draft clear, professional letters. • Strong organizational skills and close attention to detail. • Proficiency in Microsoft Office (Word, Excel, Outlook). • Trustworthy, discreet, and comfortable handling confidential company and director information. • A professional, welcoming manner and good interpersonal skills.

How to Apply:All applications will be received and reviewed through the BrighterMonday Portal by clicking on the 'Apply Here' section

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