Office Assistant

HCS Affiliates Group is a human resources and management consultancy organization headquartered in Nairobi, Kenya. They are recruiting on behalf of a client, an on-demand courier service that delivers products ordered through a mobile application.

This role involves ensuring the smooth operation of the office and improving company procedures and daily operations. The successful candidate will contribute to a shared vision of providing easy access to anything in the city, bringing new ideas and diverse perspectives. The company values diversity and inclusion, committed to equal opportunities for all backgrounds. The Office Manager will be responsible for maintaining high levels of organizational effectiveness, communication, and safety within the Kenya offices.

1. Organize office operations and procedures.
2. Coordinate with the IT department regarding all office equipment.
3. Liaise with facility management vendors, including cleaning, landlord, catering, and security services.
4. Support the facilities coordinator with maintenance vendor escalations.
5. Ensure correct vendor accountability.
6. Support in-house events, celebrations, and conferences.
7. Detect and resolve office-related issues.
8. Ensure a great working environment by following sustainable practices.
9. Maintain office efficiency through planning and execution of equipment procurement, layouts, and office standards.
10. Keep the office organized and clean with the support of cleaning staff.
11. Oversee and support all administrative duties to ensure smooth office operation.
12. Onboard new employees and provide support during their initial days.
13. Manage office supplies inventory and place orders as needed.
14. Identify opportunities for process and office management improvements.
15. Manage reception and welcome guests to the office.
16. Develop and maintain positive relationships with employees and the HR team at headquarters.
17. Serve as the first point of contact for employees regarding onboarding and HR-related policies and processes.

1. 2-3 years of experience as an Office Manager.
2. Strong attention to detail and problem-solving skills.
3. Excellent organizational and planning skills, especially in a fast-paced environment.
4. Superior time management skills and the ability to multitask and prioritize work effectively.
5. Proficiency in written and verbal communication in both Kiswahili and English.
6. A creative mindset with the ability to suggest improvements.
7. Proficient user of Google Drive applications and ability to quickly adapt to new systems.
8. Proactive and positive work attitude.