Office Administrator

Company Description

EXTIO Technology & Consulting LLP is a leading firm dedicated to powering integration for the most trusted businesses in the East African region, with a growing global presence. Our innovative solutions and expert consulting services help organizations achieve seamless operations and outstanding results. Focused on East Africa, particularly Kenya, EXTIO is committed to enhancing business efficiency and technological integration worldwide.

Role Description

Office Administrator

Job Summary

We are looking for a proactive and detail-oriented Admin with 1–2 years of experience to support our HR and office administration functions. The ideal candidate will be responsible for handling day-to-day HR operations, office administrative tasks, guest coordination, and vendor management. This role requires excellent communication, multitasking, and organizational skills.

Key Responsibilities

Office Administration:

• Oversee day-to-day office operations and ensure smooth functioning of the workplace.
• Manage office supplies, pantry items, stationery, and inventory.
• Coordinate with housekeeping, maintenance, and security staff.
• Handle AMC (Annual Maintenance Contract) tracking and follow-ups.

Invoice/Expense Management

• Collect and verify expense bills from vendors.
• Upload and manage expenses in various platform.
• Track reimbursements and maintain supporting documentation.

Vendor Management

• Coordinate with vendors for office supplies, repairs, courier, printing, etc.
• Maintain vendor contact lists, track payments, and renew contracts as needed.
• Negotiate prices and ensure quality service delivery.

Guest & Visitor Handling

• Welcome and assist office visitors and guests.
• Arrange meeting rooms, hospitality, and visitor passes.
• Maintain a visitor log and ensure proper coordination.

Meeting & Event Support

• Assist in organizing internal meetings and celebrations.
• Handle logistics for team events and offsite coordination.
• Ensure proper setup of meeting rooms and resources.

Required Skills

• Bachelor’s degree in any discipline.
• 1–2 years of experience in office Admin or HR Generalist roles.
• Strong organizational and coordination skills.
• Proficient in MS Office and working knowledge of Record keeping.
• Good communication and vendor negotiation skills.
• Good interpersonal skills with a service-oriented mindset.
• Ability to multitask and manage time effectively.