Job description
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 company's 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 firm's 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
Bachelor's 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 Word o Microsoft Excel o Microsoft PowerPoint o Microsoft Outlook o Microsoft Teams o Adobe In. Design 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.