Administrative Officer/ Front Office Receptionist

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.