The Admin Officer role is vital for ensuring smooth day-to-day operations at Digital Divide Data (DDD Kenya). We are seeking a proactive, polished, and highly organized individual who can create a welcoming environment for visitors and staff, manage administrative functions with efficiency, and support overall organizational effectiveness. The ideal candidate will be customer-oriented, dependable, professional, and capable of handling a wide range of administrative responsibilities.
Key Responsibilities
Office Management
- Oversee day-to-day office operations to maintain a clean, safe, and productive work environment.
- Manage office supplies, stationery, and consumables—track usage and reorder proactively.
- Monitor meeting rooms, common areas, and workstation setups to ensure readiness and order.
- Handle access cards, visitor management, and general front-office coordination.
Administrative Support
- Maintain organized filing systems (digital and physical) for documents, records, and correspondence.
- Prepare administrative reports, memos, and communication updates as needed.
- Support meeting scheduling, office calendars, and basic clerical tasks.
- Assist with petty cash management and administrative expense tracking.
Vendor & Services Coordination
- Liaise with cleaning, security, courier, and maintenance service providers.
- Track service quality and escalate service issues promptly.
- Support procurement by obtaining quotes, raising LPOs, and following up on deliveries.
Logistics Support (Light)
- Coordinate local transport bookings for staff, visitors, and errands.
- Support movement of office supplies, equipment, and maintenance items.
- Assist in planning and coordinating small office events and internal activities.
Compliance & Office Standards
- Ensure adherence to company policies on office use, health & safety, and cleanliness.
- Conduct regular checks on facilities, equipment, and supplies.
- Ensure the office environment meets audit and compliance expectations.
Requirements and Qualifications
Traits We’re Looking For
- Highly organized and detail-oriented.
- Reliable, professional, and consistently responsive.
- Strong problem-solving and follow-up skills.
- Team-oriented but able to work independently.
Mandatory Requirements
- Diploma or Degree in Business Administration or related field.
- 2–3 years of experience in office administration or office management (BPO/tech/operations environment is an added advantage).
- Strong organization, communication, and coordination skills.
- Proficiency in MS Office or Google Workspace.
- Ability to multitask, follow through, and manage priorities with minimal supervision.
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