Administration Coordinator at CIS Kenya

Job Description

• An Administrative Coordinator is responsible for ensuring the smooth and efficient functioning of an organization’s administrative, logistical, and operational support services. This role involves coordinating office administration, property and facilities management, logistics, and operations run effectively, on time, and within budget. The coordinator works closely with internal teams and external partners to maintain compliant systems, resolve support issues, and improve processes in line with organizational policies and procedures

Duties & Responsibilities

• The Employee will perform administrative, logistical, HR, and finance support functions for the Company. The duties listed below are indicative and not exhaustive, and the Employee may be required to carry out additional or related tasks as reasonably assigned in line with business needs.

Logistics & Operations Support

• Coordinate and support shipping and logistics processes, including tracking shipments and ensuring timely sharing of shipping documentation with clearing agents.
• Prepare and follow up on marine insurance cover documentation and ensure timely processing.
• Prepare delivery notes and ensure they are supported by approved purchase orders.
• Coordinate dispatch of goods to partners, customers, or internal stakeholders as required.
• Liaise with clearing agents, freight forwarders, and other service providers to facilitate timely clearance of goods and resolution of customs or logistics-related issues.
• Provide general operational and logistical support as required to ensure smooth day-to-day business activities.

Office Administration

• Coordinate and manage daily administrative functions and office procedures.
• Act as a point of contact with vendors, service providers, and internal teams to support office operations and logistics.
• Coordinate office maintenance, repairs, and service requests.
• Organize office purchases, supplies, and asset tracking.
• Support general office administration tasks as assigned by management.

HR Administration Support

• Maintain accurate, up-to-date employee records and HR documentation.
• Support recruitment and hiring logistics, including job postings, CV screening, interview scheduling, and candidate communication.
• Prepare employment-related documentation such as offer letters, employment contracts, onboarding, and offboarding documents.
• Coordinate employee onboarding and exit processes, including system access and documentation.
• Liaise with payroll and finance teams to ensure accurate and timely payroll inputs.
• Respond to routine employee inquiries related to HR policies, benefits, leave, and procedures.
• Provide general HR administrative support as required.

Finance & Administrative Support

• Prepare payment requests, requisitions, and supporting documentation related to logistics, shipping, and office operations.
• Prepare and maintain import and shipping files, including invoices and related documents.
• Assist in preparing profit and loss summaries for new orders for internal approval processes.
• Ensure correct cost codes and CLUs are applied during order processing.
• Provide general finance-related administrative support as required.

General Responsibilities

• Perform any other administrative, operational, or support duties reasonably assigned by management in line with the role.
• Support cross-functional teams as needed to ensure efficient company operations.
• Maintain confidentiality, professionalism, and compliance with company policies at all times.