Office Admin Operations Assistant

Job Title: Office Admin Operations Assistant
Location:Nairobi
Department: Operations & Ongrounds
Reports to: Head of Operations
Employment Type: Full-time

Job Summary:
We are seeking a highly organized and proactive Operations Assistant to support
day-to-day operational coordination, inventory tracking, cleaning and laundry
workflows, and overall unit readiness. This role is essential in ensuring seamless
on-ground operations by coordinating with cleaning teams, managing inventory,
and conducting regular inspections. The ideal candidate thrives in a fast-paced
environment, has a keen eye for detail, and ensures our units consistently meet high
standards.
Key Responsibilities:
Office & Inventory Management
● Oversee daily office operations to maintain a well-structured and productive
work environment.
● Manage all inventory, procurement, and supplies, ensuring accurate tracking
of all equipment.
● Maintain an organized inventory tracker with categorized assets for easy
monitoring.
● Conduct regular stock reconciliations to match physical inventory with
records.
● Update stock levels, report low stock alerts or discrepancies, and coordinate
timely restocking.
● Flag potential losses or damages for immediate action.
● Keep the Operational Playbook up to date with SOPs for inventory and asset
handling.
Laundry & Cleaning Flow Coordination
● Track and record laundry movement from units to laundry service and back.
● Ensure timely coordination of cleaned linen/towels with the office and
cleaning teams.
● Monitor quality and quantity of laundered items.
● Maintain up-to-date Excel records of laundry flow and linen usage across all
units.
Cleaners' Reporting & Scheduling
● Collect daily cleaner reports and escalate any concerns to the Operations
Lead.
● Monitor repeated delays or inconsistencies in cleaner performance and
address through proper reporting.
Time & Task Management
● Monitor cleaning timelines to ensure units are ready within the set turnaround
time.
● Flag and resolve any time inefficiencies or repeated delays.
Unit Readiness & Inspections
● Conduct detailed unit inspections to ensure quality standards are met.
● Oversee unit readiness, ensuring all areas are cleaned and restocked within
the required turnaround times.
● Submit inspection reports and flag urgent issues for prompt follow-up (e.g.,
repairs, linen shortages)
● Prepare and share inspection reports with the Operations team.
● Flag any maintenance, linen, or cleanliness concerns for immediate action
Cross-functional Support
● Provide support to the On-ground Operations and Reservations teams when
needed.
● Assist with guest readiness, emergency cleaning coordination, or last-minute
unit changes.
● Respond promptly to guest-related cleaning or linen concerns by
coordinating quick solutions with the relevant teams.
Requirements Qualifications & Skills:
● Bachelor's degree/ Diploma in Business Administration, or related areas.
● 2 years' experience in operations, logistics, or hospitality support
role.Experience in inventory management is a strong advantage.
● Strong organizational and multitasking skills.
● Strong Excel/Google Sheets skills for record-keeping and tracking.
● Excellent communication and reporting abilities.
● Ability to work flexible hours, including weekends and holidays.

Key Competencies:
● Attention to detail
● Time management
● Accountability
● Team collaboration
● Problem-solving
● Adaptability

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