Front Office Administrator (Security Firm)

About the role

Brites Management Services is hiring a Front Office Administrator for its security firm in Nairobi. The role covers guard documentation and regulatory compliance, personnel and HR administration, front office and client relations, and general office administration. It is a full-time position with a stated salary of KShs 27,000 to 30,000.

Key responsibilities

• Maintain the digital security guards' documentation register (ID, certificates of good conduct, training certificates, PSRA registration and licensing, statutory and deployment records) and track licence and certificate expiry dates, issuing renewal reminders 30 days in advance
• Handle personnel and client data in line with the Data Protection Act, 2019 and the company's data protection policy
• Open and maintain personnel files, support the monthly payroll run with muster rolls and attendance records, and channel guard welfare matters to management
• Receive and log applications, schedule interviews, prepare interview packs and follow up on pre-employment vetting
• Manage the reception, handle correspondence and client emails, maintain client portfolios and flag contract renewals and rate revisions
• Coordinate management meetings, record minutes and circulate resolutions and action points
• Type and format SITREPs, incident reports and security assessment reports
• Coordinate vehicle and motorcycle fuelling schedules and maintenance, process fuel LPOs and maintain fuel and maintenance logs
• Prepare local purchase orders and dispatch notes, assist with tender and prequalification documentation, order office supplies and maintain a stores issue record
• Maintain physical and digital filing systems so any document can be retrieved within 10 minutes

Required profile

• Diploma or degree in Business Administration, Human Resource Management, Office Administration, Public Administration or a related field
• At least 2-3 years' experience in front office administration, HR support, office coordination or a similar administrative role
• Experience in the security services industry, facilities management or a regulated environment is an added advantage

Candidates apply by sending their CV to the company's recruitment team; interviews are held on a rolling basis until the position is filled.