FRONT OFFICE ADMINISTRATOR
Fracht Kenya, a leading logistics and freight forwarding company, is looking for a Front Office Administrator to join our Mombasa branch. This role is responsible for handling front desk operations, coordinating office administration tasks, and ensuring smooth day-to-day office activities while maintaining a professional and welcoming environment.
ROLE OVERVIEW
The Front Office Administrator will be responsible for managing office supplies, handling communication, coordinating meetings, processing documents and supporting administrative operations under the people and culture department.
This role requires requires excellent organizational skills, attention to detail, and strong interpersonal abilities in a dynamic work environment.
KEY RESPONSIBILITIES
Office Administration & Coordination
- Manage and track office supplies, fuel, and stationery storage and consumption.
- Oversee drivers’ roster, deployment schedules, and vehicle maintenance.
- Follow up on office maintenance Issues in consultation with the Logistics Officer.
- Organize and maintain systematic filing of both electronic and hardcopy records.
- Track staff travel, leave plans, and team availability to ensure smooth operations.
- Manage administrative functions for the people and culture department i.e scheduling interviews, planning for work events etc
Reception & Communication
- Receive visitors professionally and direct them appropriately.
- Answer and forward calls efficiently and professionally.
- Coordinate meeting arrangements and hotel bookings for guests.
- Record and prepare minutes from staff meetings.
- Provide administrative support in preparing, formatting, and printing documents.
Procurement & Documentation
- Coordinate supply chain and procurement processes to ensure timely and quality service delivery.
- Track orders and follow up to ensure timely deliveries.
- Maintain updated records of suppliers, customers, and office assets.
- Review supplier contracts and agreements for terms and conditions.
Billing & System Updates
- Update and upload bills in the TRAKIT system.
- Verify data entry accuracy for billing and financial records.
- Ensure carrier charges are secured and validated.
- Update weighing slips in the TRAKIT system for the CSU department.
General & Ad-Hoc Responsibilities
• Assist in asset handovers to new staff teams.
Orient and handle human resource administrative function
• Perform any other duties assigned by the Branch Manager
Qualifications & Experience
Education:
• Diploma or Bachelor’s Degree in Business Administration, Office Management, or a related field.
Experience:
• Prior experience in front office administration, human resource administration, procurement, logistics, or office coordination is an added advantage.
• Familiarity with TRAKIT or similar operational systems is desirable.
KEY COMPETENCIES & PERSONAL ATTRIBUTES
- Strong organizational and multitasking skills
- Excellent communication (written & verbal)
- Ability to work independently and meet deadlines
- High level of professionalism and integrity
- Proficiency in Microsoft Office Suite
- Attention to detail & problem-solving mindset
Join our team
Interested candidates should send their CV and cover letter to [email protected] by 25th April 2025.
Please indicate Front Office Administrator in the email subject.
Fracht Kenya is an equal opportunity employer. Shortlisting will be done on a rolling basis. Only shortlisted candidates will be contacted.
