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Administrative Assistant
Job Location:
Monthly Salary:
Not provided by the employer
Monthly Salary:
Experience Required:
5-7years
Experience Required:
Posted:
30 July 2026 (30+ days ago)
Posted:
Application Deadline:
27 October 2026
Application Deadline:
Vacancies:
1 Vacancy
Vacancies:
Job Summary
Administrative Assistant (Front Office)
Location: Nairobi Kenya
We are a leading architectural practice with over four decades of delivering innovative award-winning architectural and urban design projects across East and Southern Africa. Our reputation is built on excellence creativity professionalism and a commitment to delivering outstanding client service. We are seeking an experienced highly organized and customer-focused Administrative Assistant with a strong front office orientation to join our Administration team.
Position Summary
The Administrative Assistant serves as the face of the organization and is responsible for the efficient management of the front office while providing high-level administrative and executive support to the Directors Technical Team and other departments. The successful candidate will coordinate office operations support project teams in document preparation supervise support staff maintain efficient administrative systems and contribute to business development marketing and HR administration.
Experience supporting Human Resources functions will be a distinct advantage.
Key Responsibilities
Front Office & Client Relations
- Serve as the first point of contact for clients consultants suppliers and visitors ensuring a professional and welcoming experience.
- Manage the companys reception area telephone switchboard (PABX) general email and visitor management.
- Handle incoming correspondence and ensure timely distribution of information.
- Maintain customer confidence by handling sensitive information with discretion and confidentiality
Administrative Support
- Provide confidential proactive and high-level administrative support to the Directors and Technical Team.
- Coordinate diaries appointments meetings travel arrangements and conference facilities.
- Prepare reports letters presentations meeting agendas minutes submissions tenders and other business correspondence.
- Read research prioritize and route correspondence while following up on action items.
- Analyze administrative issues and recommend practical solutions to improve efficiency.
- Coordinate administrative assignments for support staff and monitor timely completion.
Project & Technical Support - Coordinate the preparation and submission of bids tenders proposals and expressions of interest within agreed timelines.
- Maintain updated company profiles staff CVs project sheets recommendation letters project photographs and technical reference materials.
- Ensure all completed projects are properly documented to support business development and marketing initiatives.
- Maintain the firms sample room and technical library.
- Provide administrative support to project teams throughout project implementation.
Office Administration - Maintain efficient electronic and physical filing systems and document retrieval processes.
- Maintain company databases contact records and document management systems.
- Ensure smooth day-to-day office operations and administrative workflow.
- Coordinate maintenance of office records and ensure compliance with document control
- procedures.
HR & Business Support - Support the HR & Administration Manager in recruitment coordination onboarding employee records management leave administration and other HR administrative functions.
- Liaise with Finance Technical and Marketing departments to improve administrative systems and business processes.
Key Result Areas
The successful candidate will be expected to: - Maintain a professional efficient and responsive front office.
- Ensure bids tenders and project submissions are completed accurately and within deadlines.
- Maintain current company profiles project information staff CVs and marketing materials.
- Ensure efficient electronic and manual filing systems.
- Maintain an accurate and up-to-date company database.
- Produce high-quality reports presentations correspondence and meeting documentation.
- Coordinate support staff to ensure effective office operations.
- Maintain adequate office supplies and administrative resources.
- Support continuous improvement of office systems and administrative processes.
Requirements
- Bachelors Degree or Diploma in Business Administration Office Administration Secretarial Studies Human Resource Management or a related field.
- Minimum of 5 years experience in a similar administrative role within a professional services environment. Experience in an architectural engineering consulting or construction firm will be an added advantage.
- Experience in Human Resources administration is highly desirable.
- Excellent computer skills with advanced proficiency in:
o Microsoft Wordo Microsoft Excelo Microsoft PowerPointo Microsoft Outlooko Microsoft Teamso Adobe InDesign or similar desktop publishing software (an added advantage)
- Excellent typing document formatting and minute-taking skills.
Skills & Competencies
The successful candidate should demonstrate:
- Outstanding front office and customer service skills.
- Excellent written and verbal communication skills.
- Strong interpersonal and relationship management skills.
- Exceptional organizational skills and attention to detail.
- Ability to create improve and maintain efficient workflow systems.
- Strong planning coordination and multitasking abilities.
- High standards of professionalism integrity and confidentiality.
- Ability to work independently with minimal supervision while collaborating effectively within
multidisciplinary teams. - Strong analytical problem-solving and decision-making skills.
- Sound knowledge of office management facilities administration and records management.
- Proficiency in social media and digital communication platforms will be an added advantage.
Required Skills:
Minimum of 24 years of experience in an administrative support role. Experience in a consulting firm corporate environment or professional services organization is preferred. Proven experience managing office documentation and providing administrative support to multiple stakeholders. Skills & Competencies Excellent verbal and written communication skills. Strong organizational and multitasking abilities. High level of professionalism and customer service orientation. Strong attention to detail and accuracy. Excellent time management skills with the ability to prioritize competing tasks. Proficiency in Microsoft Office Suite (Word Excel PowerPoint Outlook). Ability to prepare professional business correspondence and reports. Strong interpersonal skills with the ability to work effectively across teams. Ability to maintain confidentiality and exercise sound judgment. Basic knowledge of office administration procedures and records management.
Required Education:
QualificationsDiploma or Bachelors Degree in Business Administration Office Administration Secretarial Studies Public Administration or a related in Office Administration Secretarial Studies or Business Administration will be an added advantage.
