Vacancies at Bridge Talent Management

Job Purpose

Our client, a growing floriculture business, is seeking an Administrator & Receptionist that will be responsible for the smooth day-to-day running of the Nairobi office, providing professional front-office support while coordinating general administration, office supplies, documentation, communication, and operational support.

The role requires a highly organised, presentable, and proactive individual who can effectively coordinate multiple office activities and serve as the first point of contact for clients, suppliers, visitors, and other stakeholders.

Key Responsibilities

• Manage the day-to-day administration and smooth running of the Nairobi office.
• Receive and professionally attend to visitors, clients, suppliers, and other stakeholders.
• Manage incoming calls, emails, correspondence, and general office communication.
• Coordinate office supplies, stationery, kitchen requirements, and other administrative needs.
• Maintain proper physical and digital filing of invoices, permits, correspondence, and other company documents.
• Support the Operations team with order documentation, export records, schedules, and other administrative requirements.
• Coordinate meetings, appointments, boardroom arrangements, and visits by international buyers and suppliers.
• Liaise with suppliers and service providers on office-related requirements and follow up on deliveries and services.
• Maintain accurate office records and ensure documents are readily accessible when required.
• Support coordination between the Nairobi office, farm, and other internal teams.
• Assist with basic administrative and operational reporting as required.
• Ensure the office remains organised, professional, and adequately equipped for daily operations.
• Perform any other administrative duties assigned by management.

Requirements & Qualifications

• Diploma or Degree in Office Administration, Secretarial Studies, Business Administration, Public Relations, or a related field.
• Minimum 3 years' experience in administration, reception, or office coordination.
• Experience in a flower farm, agricultural, logistics, export, or related environment will be an added advantage.
• Proficiency in Microsoft Word, Excel, Outlook/email, and other office applications.
• Excellent communication and telephone etiquette.
• Strong organisational and record-keeping skills.
• Professional, presentable, and customer-focused.
• Ability to multitask, work independently, and manage a busy office environment.
• High level of professionalism, confidentiality, and attention to detail.

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Key Responsibilities

• Support the Operations Manager with day-to-day logistics and export activities.
• Deliver, collect, verify, and process export documentation at JKIA, customs offices, airlines, banks, and other relevant locations.
• Travel to the farm when required to verify packing sheets, dispatch documentation, and resolve operational discrepancies.
• Track and update flight details, Airway Bills (AWBs), KEPHIS certificates, and other export documentation.
• Support coordination of flower dispatches from the farm to the airport.
• Assist in monitoring cold-chain processes and verify temperature records during transit.
• Follow up with airlines, clearing agents, transporters, and other logistics partners as directed.
• Maintain accurate records of operational activities, shipments, and documentation.
• Handle operational errands and urgent deliveries using company vehicles or motorcycles.
• Escalate delays, documentation issues, or other operational challenges to the Operations Manager promptly.
• Perform other operational duties as assigned by management.

Requirements & Qualifications

• Diploma or Certificate in Logistics, Supply Chain, Clearing & Forwarding, Agriculture, or a related field.
• At least 3 years of experience in logistics, flower farm operations, air freight, perishables, or a related operational environment.
• Previous experience supporting export or airport cargo operations is an added advantage.
• Valid Kenyan motorcycle riding licence is mandatory.
• Valid Kenyan driving licence is an added advantage.
• Good knowledge of Nairobi, JKIA, and surrounding areas.
• Good understanding of documentation and record-keeping.
• Strong attention to detail and ability to track multiple activities accurately.
• Ability to work under pressure and respond quickly to operational needs.
• Willingness to travel frequently between the office, farm, and airport.

Core Competencies

• Strong coordination and follow-through
• Attention to detail and accuracy
• Proactive and hands-on approach
• Good communication and interpersonal skills
• Ability to work independently with minimal supervision
• Reliability and accountability
• Ability to work in a fast-paced operational environment

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Key Responsibilities

• Manage the full accounting function, including Accounts Receivable, Accounts Payable, General Ledger, reconciliations, and financial records.
• Prepare and issue invoices to export clients and manage receivables from growers and international customers.
• Manage supplier accounts, payments, reconciliations, and related financial documentation.
• Monitor cash flow, prepare cash flow forecasts, and ensure adequate funds are available for operational requirements.
• Reconcile air freight, clearing, forwarding, logistics, and other export-related costs and monitor cost efficiency.
• Manage payroll processing, including payments for casual and other employees.
• Prepare monthly management accounts, financial reports, budgets, and variance analysis.
• Ensure compliance with KRA requirements, including VAT, withholding tax, PAYE, and other applicable statutory obligations.
• Maintain accurate records for export transactions and ensure compliance with relevant tax and financial regulations.
• Coordinate internal and external audits and ensure all required financial documentation is readily available.
• Work closely with the Farm, Operations, Procurement, and Management teams to ensure effective financial planning and control.
• Provide financial insights and recommendations to management to support business decisions and cost management.

Requirements & Qualifications

• Bachelor's degree in Accounting, Finance, Commerce, or a related field.
• CPA (K) qualification is mandatory.
• Minimum 4 years' experience in finance and accounting, preferably within the flower export, floriculture, air cargo, or export trading industry.
• Proven experience handling export invoicing, receivables, payables, cash flow, and general ledger functions.
• Strong knowledge of KRA taxation and statutory compliance.
• Experience managing supplier and international client accounts.
• Proficiency in accounting systems such as QuickBooks, Sage, or similar platforms.
• Advanced Microsoft Excel skills with strong analytical and reporting capabilities.

Core Competencies

• Strong financial management and accounting skills.
• High attention to detail and accuracy.
• Strong understanding of export finance and compliance.
• Excellent analytical and problem-solving abilities.
• High integrity and confidentiality.
• Strong organisational and stakeholder management skills.
• Ability to work independently and meet strict deadlines.
• Commercially aware and proactive approach to financial control.

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Key Responsibilities

Export Planning & Forecasting

• Work closely with the Farm Manager to obtain projected flower production and export volumes.
• Develop export forecasts based on farm production, buyer requirements, orders, and market demand.
• Understand buyer requirements and translate them into practical production and export plans.
• Monitor available flower volumes, quality, specifications, and readiness for export.
• Maintain regular communication with international buyers following communication and direction from the COO.
• Coordinate closely with the farm to ensure production plans are aligned with confirmed and anticipated orders.

Logistics & Export Operations

• Manage end-to-end logistics of flowers from the farm to the airport and onward to international destinations.
• Coordinate clearing, forwarding, transportation, cold-chain logistics, and airport cargo handling.
• Work closely with airlines, cargo handlers, clearing agents, transporters, and other logistics partners to ensure timely dispatch.
• Monitor airline schedules, cargo capacity, flight changes, and potential disruptions that may affect exports.
• Ensure flowers are handled and transported within the required timelines and conditions.
• Identify and resolve logistical challenges that may affect export schedules or product quality.

Airport Cargo & Export Documentation

• Coordinate flower deliveries and cargo operations at Jomo Kenyatta International Airport (JKIA).
• Manage and verify export documentation, including Airway Bills (AWBs) and related shipping documentation.
• Ensure export documentation is accurate, complete, and available within required timelines.
• Liaise with clearing and forwarding agents and relevant airport stakeholders.
• Ensure compliance with applicable export, customs, cargo handling, and aviation requirements.
• Maintain proper records of shipments, documentation, and export transactions.

Farm & Operational Coordination

• Maintain close visibility of activities at the farm and ensure operational issues affecting exports are identified early.
• Coordinate with the Farm Manager on production, harvesting, packing, dispatch readiness, and projected export volumes.
• Monitor the availability of flowers against buyer orders and export forecasts.
• Coordinate operational purchases and requirements with the relevant teams.
• Ensure timely communication between the farm, Nairobi office, logistics partners, and management.
• Conduct regular farm visits to monitor operations and resolve emerging issues.

Stakeholder & Buyer Coordination

• Maintain professional relationships with international buyers, logistics partners, clearing agents, airlines, and other operational stakeholders.
• Follow up on buyer requirements and ensure they are communicated accurately to the relevant teams.
• Coordinate with Finance and Accounts on payments, logistics costs, purchases, and other operational requirements.
• Work closely with the COO and Managing Director on operational priorities and export planning.
• Provide management with regular updates on production, export volumes, shipments, logistics challenges, and operational performance.

Office & Administrative Operations

• Oversee the smooth day-to-day running of the Nairobi office from an operational perspective.
• Maintain accurate operational records, shipment files, buyer information, forecasts, and logistics documentation.
• Coordinate internal communication between the Nairobi office and farm.
• Support basic employee coordination and ensure operational teams have the resources required to perform effectively.
• Assist management with operational reporting and other duties as assigned.

Requirements & Qualifications

• Bachelor's degree in Logistics, Supply Chain Management, Business Administration, Agribusiness, or a related field.
• Minimum 5 years of relevant experience in floriculture, flower exports, logistics, supply chain, or agricultural export operations.
• Proven experience coordinating flower exports and airport cargo operations.
• Good understanding of cold-chain logistics and perishable goods handling.
• Experience working with international buyers, airlines, clearing agents, freight forwarders, and logistics providers.
• Strong knowledge of export documentation, including Airway Bills and customs/clearing documentation.
• Good understanding of the Kenyan flower export ecosystem and relevant regulatory requirements.
• Strong forecasting, planning, coordination, and problem-solving skills.
• Excellent communication and stakeholder management abilities.
• Ability to work under tight timelines and manage time-sensitive export operations.
• Willingness to travel regularly between the Nairobi office, farm, airport, and other operational locations.

Core Competencies

• Strong operations and logistics management
• Export planning and forecasting
• Floriculture and perishable goods knowledge
• Buyer and stakeholder relationship management
• Strong attention to detail and documentation
• Problem-solving and decision-making
• Excellent communication and coordination
• Ability to work under pressure and meet strict deadlines
• Proactive and hands-on approach to operations
• High level of integrity, accountability, and professionalism