Front Office Administrator – Security Firm

About the role

The Front Office Administrator will be the first point of contact for visitors, candidates and clients at our security firm. You will ensure smooth reception operations while supporting HR and compliance functions for our guard workforce.

Key responsibilities

• Maintain a digital register of all security guards’ documentation, including IDs, certificates of good conduct, training records, PSRA licences and deployment details.
• Monitor expiry dates of licences and certificates, issue renewal reminders at least 30 days in advance and flag any non‑compliance.
• Handle personnel and client data in line with the Data Protection Act, 2019 and company policies, ensuring confidentiality and proper record‑keeping.
• Create and organise complete personnel files for guards and office staff, covering contracts, appointment letters, reassignment consents and disciplinary records.
• Support payroll by preparing daily muster rolls, attendance records and deployment updates, and submit accurate summaries for monthly processing.
• Channel guard welfare concerns to management and follow up appropriately.
• Assist recruitment by logging applications, scheduling interviews, preparing interview packs and tracking pre‑employment vetting documents.
• Manage front‑office reception, greet visitors, maintain a clean and secure environment, and handle official correspondence in the company’s house style.
• Update client portfolios and maintain a correspondence register with clear referencing.

Required profile

• Entry‑level qualification with at least 2 years of relevant administrative experience.
• Strong attention to detail and ability to keep records audit‑ready.
• Excellent organisational and communication skills.
• Commitment to confidentiality and data‑protection standards.

Required skills

What we offer

• Competitive monthly salary of KSH 27,000‑30,000.
• Opportunity to work in a dynamic security environment.
• Professional development and growth prospects.