Orchid HR
JOB TITLE: OFFICE ADMINISTRATOR
LOCATION: NAIROBI
Hiring Organization: Orchid HR
Orchid HR is recruiting on behalf of a reputable law firm seeking a competent and experienced Office & Front Office Administrator to manage reception operations, client contact points, and general office coordination. This role requires strong administrative capabilities, excellent customer service, and the ability to work efficiently in a professional legal environment.
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Key Responsibilities for the Office Administrator Job
- Greet and welcome clients, visitors, and partners professionally and courteously.
- Serve as the first point of contact for all visitors and callers; answer, screen, and forward phone calls promptly.
- Manage incoming and outgoing mail, emails, courier deliveries, and office communication flows.
- Maintain the reception area, ensuring it is clean, organised, presentable, and equipped with relevant information and materials.
- Keep accurate visitor logs, issue visitor passes where applicable, and ensure compliance with security protocols.
- Maintain both physical and electronic filing systems, including document storage, retrieval, archiving, and re-file management.
- Perform data entry, prepare spreadsheets, and maintain accurate records of office activities and data as required.
- Draft, format, and proofread correspondence, reports, memoranda, and other office documents.
- Schedule and coordinate meetings, conferences, and appointments, including booking meeting rooms and preparing agendas.
- Support the legal team with document preparation, photocopying, scanning, binding, and distribution of legal papers as needed.
- Maintain inventory of office supplies and requisition stock timely; liaise with vendors and service providers for office equipment, repairs, and service contracts.
- Monitor and manage petty cash, maintain accurate petty cash records, and prepare reconciliations for reporting.
- Assist with basic bookkeeping tasks, financial logs, and support to accounting or finance team when required.
- Ensure office equipment is operational, and assist with troubleshooting or coordinating maintenance.
- Act as a liaison between internal staff, clients, external service providers, and stakeholders to facilitate smooth communication flows.
- Manage schedules and calendars for partners or team members, including reminders and follow-ups.
- Provide general administrative support to departments and assist with ad-hoc tasks as assigned by management.
- Respond to client enquiries professionally; redirect or escalate complex issues to the appropriate staff.
- Prepare basic reports on front office activities, client interactions, petty cash use, and office supply usage.
Office Administrator Job Qualifications & Experience
- Bachelor’s degree or Diploma in Business Administration, Commerce (BCom), Office/Secretarial Administration, or related field.
- Minimum 5 years’ experience in office administration, front office, customer service, or related roles — experience in a corporate office or law firm is a strong advantage.
- Proficient in Microsoft Office applications (Word, Excel, Outlook).
- Excellent telephone etiquette and client service orientation.
- Strong organizational, multitasking, and time-management skills.
- Professional demeanour, discretion, and commitment to confidentiality.
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How to Apply
Candidates meeting the above qualifications are required to send their CV and a cover letter to careers@orchidhr.co.ke with the subject line “Office Administrator” by 27th February 2026. Only shortlisted candidates will be contacted.