Admin Lead at Green Heart Kilifi

Overall Purpose of the Role
The Admin Lead ensures smooth and efficient operations across all administrative, systems and compliance functions at Green Heart Kilifi. This role focuses on administration—maintaining operational order, supporting sales documentation and

• legal coordination, managing office logistics, and ensuring internal systems are organized and up to date. The Admin Lead acts as the central link between internal teams, service providers, and legal counsel to ensure every administrative process supports the wider business efficiently and professionally.

Key Responsibilities
Administrative Operations (40%)

• Oversee day-to-day office management, including supplies, facility upkeep, utilities, and repairs.
• Plan and coordinate internal meetings, prepare minutes, and follow up on agreed actions.
• Manage travel and accommodation bookings for staff and guests in a timely, cost-effective manner.
• Supervise filing, record keeping, and administrative communications—both physical and digital.
• Coordinate logistics for external events, workshops, or community engagements.
• Track and renew insurance policies, business licenses, and permits as needed.

System Management (25%)

• Maintain and organize company records and shared systems across all operational platforms, including but not limited to Google Drive and Trello. Support teams in using these systems effectively and ensure data accuracy, accessibility, and version control.
• In case new systems are introduced, the Admin Lead will oversee onboarding, usage tracking, and continuous improvement to ensure system consistency across departments.

Land-Related Paperwork and Legal Coordination (20%)

• Oversee the documentation process for land transactions including sales agreements, transfer documents, and franked files.
• Ensure timely follow-up with lawyers, buyers, and other stakeholders.
• Maintain a comprehensive and organized digital filing system for all sales records.
• Submit weekly summaries on all active land-related transactions and update management on status.
• Track payment plans and ensure timely settlement of land rates and related dues.

Company Compliance and Reporting (10%)

• Work closely with the company secretary to manage statutory requirements, including annual returns and regulatory renewals.
• Secure necessary signatures for legal documentation and coordinate timely submission.
• Monitor the validity of all business and trade licenses and initiate renewals proactively.
• Support organizational documentation and ensure compliance standards are met across all departments.

General Administration and Executive Support (5%)

• Maintain an updated supplier and service provider database.
• Support light bookkeeping tasks such as filing invoices, reconciling petty cash, and assisting with procurement documentation.
• Provide direct administrative and documentation support to the CEO and General
• Manager, including correspondence, scheduling, and filing of executive records.
• Provide logistical and clerical support to management and project leads as needed.

Key Skills & Attributes

• Strong organizational and coordination ability.
• Fast paced.
• Excellent attention to detail and time management.
• Proficient in Google Workspace (Docs, Sheets, Drive) and project management tools (e.g., Trello or similar).
• Clear, professional communication—written and verbal.
• High integrity and discretion with confidential information.
• Ability to work independently and proactively resolve issues.

Qualifications & Experience

• Diploma or Degree in Business Administration, Project Management, or related field.
• Minimum 6 years of experience in administration within real estate, property, or project-based environments.
• Proven experience managing office systems and working with digital platforms (Drive, Trello, CRM, etc.).
• Familiarity with basic legal and compliance processes (contracts, permits, filings).

Experience liaising with lawyers or handling land/property documentation is an advantage.
Performance Indicators

• 100% accuracy and organization in digital filing and documentation.
• All internal meetings and logistics are delivered on time and within budget.
• Operational systems are consistently updated and accessible across departments.
• Legal and compliance documentation tracked and submitted on time.
• Positive feedback from internal teams and external partners on admin responsiveness