Essential Job Details

• Position Title: Administrator/Receptionist
• Location: Machakos, Kenya
• Employment Type: Full-Time (Onsite)
• Number of Vacancies: 1
• Salary: KES 25,000 – KES 40,000 Monthly (Estimated based on market research from reputable sources: PayScale and Glassdoor for entry-level receptionist/administrator roles in Kenya’s manufacturing sector)
• Category/Department: Administration / Secretarial
• Reporting To: Office Manager / HR Department
• Application Deadline: 18 September 2025

Introduction

An engaging administrator/receptionist opportunity is now available at StainlessPro Industries Ltd in Machakos, Kenya, for a professional eager to manage front desk operations and provide essential administrative support in a dynamic manufacturing environment. This role involves greeting visitors, handling communications, and ensuring smooth office workflows, creating a positive first impression for clients and stakeholders. Tailored for individuals with strong organizational skills and a commitment to professionalism, this administrator/receptionist position offers a chance to contribute to the operations of a leading provider of stainless steel solutions. By joining StainlessPro Industries Ltd, you’ll support efficient daily activities while advancing your career in administration within Kenya’s manufacturing sector.

About StainlessPro Industries Ltd

StainlessPro Industries Ltd is a premier provider of turnkey stainless steel solutions in Africa, specializing in high-quality, durable, and customized products for diverse industries including commercial kitchens, healthcare, pharmaceuticals, construction, and mechanical ventilation. Based in Machakos, Kenya, the company delivers precision-engineered solutions that meet stringent standards, serving clients across the continent with innovative designs and reliable service.

Committed to excellence and customer satisfaction, StainlessPro Industries Ltd fosters a collaborative work environment where employees are empowered to contribute to operational success. The organization values professionalism, efficiency, and teamwork, making it an ideal setting for an administrator/receptionist to thrive and support the company’s growth in the manufacturing landscape.

Key Responsibilities

• Manage the front desk by greeting visitors, answering incoming phone calls, and directing inquiries to the appropriate departments or personnel in the administrator/receptionist role.
• Handle administrative tasks such as scheduling appointments, booking meeting rooms, and coordinating calendars to ensure smooth office operations.
• Process correspondence, including emails, letters, and internal memos, responding promptly and maintaining accurate records as part of administrator/receptionist duties.
• Maintain office supplies inventory, placing orders when necessary and ensuring adequate stock for daily needs.
• Provide effective communication support, interacting professionally with employees, clients, vendors, and senior management to convey information clearly.
• Assist in preparing documents, reports, and presentations using tools like Microsoft Office to support departmental activities.
• Coordinate visitor access, issuing badges or directing to waiting areas while ensuring security protocols are followed in the administrator/receptionist role.
• Support event coordination for internal meetings or client visits, arranging logistics such as refreshments and materials.
• File and organize physical and digital records, ensuring easy retrieval and compliance with company documentation standards.
• Monitor office equipment functionality, reporting issues to maintenance and arranging repairs as needed.
• Handle incoming and outgoing mail, packages, and deliveries, distributing them efficiently to relevant recipients.
• Contribute to a welcoming office atmosphere by maintaining a tidy reception area and promoting positive interactions.
• Assist HR with basic onboarding tasks, such as preparing welcome packs for new employees.
• Track office expenses related to administrative functions, submitting reports for reimbursement or budgeting.
• Support data entry and basic record-keeping for administrative purposes, ensuring accuracy and confidentiality.
• Liaise with external service providers, such as couriers or suppliers, to facilitate smooth operations.
• Participate in team meetings, taking minutes and distributing action items to relevant parties.
• Ensure compliance with company policies regarding visitor management and data protection in the administrator/receptionist role.
• Handle multi-line phone systems, screening calls and transferring them appropriately while taking accurate messages.
• Prepare daily reports on visitor traffic or administrative activities to inform management decisions.
• Assist in ad-hoc projects, such as organizing company events or supporting audits.
• Maintain professional demeanor at all times, representing the company’s brand positively.
• Update contact databases and client lists to keep information current and accessible.
• Support travel arrangements for staff, booking tickets and accommodations when required.
• Ensure the reception area is stocked with company brochures and promotional materials for visitors.
• Collaborate with other departments to resolve administrative queries promptly.
• Monitor security systems, such as CCTV or access logs, reporting any anomalies.
• Assist in preparing invoices or basic financial documents under supervision.
• Promote a safe and inclusive office environment by adhering to health and safety guidelines.
• Perform any other duties as assigned to support the overall administrative functions.

Qualifications and Skills

• Educational Background: KCSE with a minimum grade of C (plain) or equivalent; a Diploma in Business Administration, Secretarial Studies, or a related field is preferred for the administrator/receptionist role.
• Experience: Prior experience in administrative or receptionist roles, preferably in a manufacturing or industrial setting, though entry-level candidates with strong potential are encouraged to apply.
• Communication Skills: Excellent verbal and written communication skills in English; proficiency in Swahili is an advantage for interacting with diverse stakeholders.
• Organizational Skills: Strong ability to multitask, prioritize tasks, and manage time effectively in a fast-paced administrator/receptionist environment.
• Technical Proficiency: Familiarity with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) for document preparation and email management.
• Customer Service: Proven skills in handling visitors and phone inquiries professionally, creating positive first impressions.
• Attention to Detail: Meticulous approach to record-keeping, filing, and administrative tasks to ensure accuracy.
• Interpersonal Skills: Ability to build rapport with employees, clients, and vendors while maintaining confidentiality.
• Problem-Solving: Capability to resolve minor administrative issues independently and escalate complex matters appropriately.
• Adaptability: Flexibility to handle varying workloads and adapt to changing priorities in the administrator/receptionist role.
• Professionalism: Polished demeanor and presentation suitable for a front desk position.
• Basic Computer Skills: Comfort with office equipment such as printers, scanners, and multi-line phone systems.
• Teamwork: Willingness to collaborate with other departments to support overall company operations.
• Confidentiality: Strong sense of discretion when handling sensitive information.
• Preferred Skills: Knowledge of basic accounting software or inventory management tools is a plus.
• Physical Ability: Capability to stand for extended periods and perform light lifting for office supplies.
• Cultural Awareness: Understanding of Kenyan business etiquette and manufacturing industry dynamics.
• Language Skills: Fluency in English; additional languages like Kiswahili enhance communication effectiveness.
• Certifications: Any certification in office administration or customer service is advantageous.

Company Culture and Values

StainlessPro Industries Ltd promotes a professional and collaborative work environment where innovation, quality, and customer focus are paramount. The company values teamwork and efficiency, encouraging employees to contribute ideas that enhance operations in the manufacturing sector. With a commitment to excellence and sustainability, StainlessPro fosters diversity and inclusion, ensuring all team members feel valued and supported. The culture emphasizes professional development, offering opportunities for growth within a dynamic industry. As an administrator/receptionist, you’ll be integral to maintaining a positive atmosphere, aligning with the company’s dedication to high standards and client satisfaction in stainless steel solutions.

How to Apply

Apply now for the Administrator/Receptionist position. Submit the following documents to finance@stainlessproindustries.co.ke by 18 September 2025:

• A detailed CV highlighting your education, experience, and relevant skills.
• A cover letter explaining your interest in the administrator/receptionist role and how your qualifications align with StainlessPro Industries Ltd’s needs.
  Use the position title Administrator/Receptionist as the subject of your email. Only shortlisted candidates will be contacted. StainlessPro Industries Ltd is an equal opportunity employer, encouraging applications from all qualified individuals, including those from underrepresented groups. Never pay for any CBT, test, or assessment as part of the recruitment process. When in doubt, contact the company directly.

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Tags

administrator/receptionist, Machakos jobs, manufacturing jobs Kenya, administrative roles 2025, office support careers

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Extended Content for Depth and Context

The administrator/receptionist role at StainlessPro Industries Ltd is a foundational position that ensures the smooth functioning of daily operations in a leading manufacturing company specializing in stainless steel solutions. As an administrator/receptionist, you will serve as the first point of contact for visitors and clients, managing front desk duties while providing comprehensive administrative support. This role is essential for creating a professional image and facilitating efficient communication across departments, contributing directly to the company’s success in delivering high-quality products to industries like healthcare and construction.

Why Choose This Administrator/Receptionist Role?

The administrator/receptionist position offers an entry point into the manufacturing sector with opportunities for growth in a reputable company like StainlessPro Industries Ltd. You’ll gain hands-on experience in office management, customer interaction, and administrative processes, building skills that are transferable across industries. In Machakos, this role provides stability and exposure to a dynamic work environment focused on innovation and quality, ideal for Kenyan professionals seeking a rewarding career in administration.

The Role in Manufacturing Administration

In the manufacturing industry, the administrator/receptionist is crucial for maintaining operational flow, especially in companies like StainlessPro that deal with turnkey solutions. You’ll handle visitor management for clients in commercial kitchens or pharmaceuticals, ensuring inquiries are directed efficiently. Administrative tasks support production teams by organizing schedules and supplies, while strong communication keeps vendors and internal staff aligned. This administrator/receptionist role balances front-line service with backend support, making it vital for company efficiency.

Front Desk Management in Detail

As an administrator/receptionist, front desk management involves greeting visitors warmly, verifying appointments, and providing directions within the facility. Answering multi-line phones requires quick screening of calls, accurate message-taking, and professional transfers. You’ll log visitor details for security, issue temporary badges, and ensure the reception area reflects the company’s professional standards. These duties create a welcoming atmosphere, enhancing client satisfaction and supporting StainlessPro’s reputation for excellence.

Administrative Support Responsibilities

Administrative support in the administrator/receptionist role includes scheduling meetings, managing calendars, and booking resources like conference rooms. You’ll handle correspondence by drafting emails, filing documents, and updating records digitally or physically. Maintaining office supplies involves inventory checks, ordering from vendors, and distributing items to departments. Data entry for reports or client databases ensures accuracy, while assisting with travel bookings or event preparations adds variety to daily tasks.

Effective Communication Skills

Communication is at the heart of the administrator/receptionist role, requiring clear, professional interactions with diverse groups. You’ll convey messages accurately between departments, clients, and management, using tools like email and phone systems. Active listening ensures inquiries are understood, while diplomacy handles sensitive situations. In a manufacturing context, you’ll coordinate with production teams on visitor tours or vendor deliveries, fostering seamless collaboration.

Office Organization and Efficiency

Organization is key for the administrator/receptionist, involving filing systems, digital archiving, and workspace maintenance. You’ll track deadlines for administrative tasks, prioritize workloads, and use software like Microsoft Outlook for scheduling. Ensuring the office runs smoothly means monitoring equipment like printers and reporting issues promptly. These efforts minimize disruptions, allowing StainlessPro’s teams to focus on core manufacturing activities.

Customer Service Excellence

Delivering excellent customer service as an administrator/receptionist involves polite, helpful responses to inquiries, whether in-person or over the phone. You’ll anticipate needs, such as providing company brochures or directing clients to relevant contacts. Handling complaints professionally maintains positive relationships, while following up on requests demonstrates reliability. In the manufacturing sector, this builds trust with clients seeking stainless steel solutions.

Team Collaboration and Support

The administrator/receptionist collaborates with all departments, supporting HR with onboarding, finance with document preparation, and production with logistics coordination. Participating in meetings by taking minutes and distributing agendas ensures alignment. Your role as a team player facilitates information flow, contributing to StainlessPro’s overall productivity and success.

Professional Development Opportunities

In the administrator/receptionist role, you’ll develop skills in multitasking, communication, and office software, opening doors to advanced administrative positions. StainlessPro may offer training in industry-specific tools or customer service, enhancing your career prospects. Networking with colleagues in manufacturing provides insights into the sector, supporting long-term growth.

A Day in the Life

A typical day as an administrator/receptionist starts with checking emails and preparing the reception area. You’ll greet early visitors, answer calls, and schedule appointments. Mid-morning might involve filing documents, ordering supplies, or assisting with a meeting setup. Lunchtime handles mail distribution, while afternoons focus on data entry or coordinating vendor visits. Ending the day with reports ensures everything is ready for the next shift.

Why Machakos Is Ideal

Machakos, near Nairobi, offers a strategic location for the administrator/receptionist role at StainlessPro, with access to industrial hubs and transport links. The area’s growing manufacturing scene provides a vibrant work environment, while its proximity to urban amenities supports work-life balance for Kenyan professionals.

Preparing for Success

To excel as an administrator/receptionist, bring enthusiasm, organization, and professionalism. Master Microsoft Office, practice customer service scenarios, and stay updated on administrative best practices. Aligning with StainlessPro’s values of quality and efficiency will ensure success in this supportive role.

The Broader Impact

As an administrator/receptionist, your work enables StainlessPro’s operations, supporting the delivery of stainless steel solutions that benefit African industries. By maintaining efficient administration, you’ll contribute to the company’s growth, job creation, and economic development in Machakos and beyond.

Additional Administrative Duties

• Support inventory tracking for office and minor production supplies.
• Assist in preparing client proposals or quotes under supervision.
• Coordinate maintenance schedules for office equipment.
• Handle basic payroll queries or timekeeping for administrative staff.
• Promote company policies through clear communication.
• Ensure compliance with health and safety in the reception area.
• Contribute to digital transformation by adopting new office tools.
• Monitor budget for administrative expenses.
• Facilitate remote collaborations via virtual meeting setups.
• Archive historical records for compliance and reference.

Challenges and Solutions

The administrator/receptionist role may face high call volumes or urgent tasks; solutions include prioritization and multitasking. Confidentiality breaches are mitigated by strict protocols. Staying proactive with training addresses skill gaps, ensuring sustained performance.

Industry Insights

In Kenya’s manufacturing, the administrator/receptionist supports efficiency amid growth. With StainlessPro’s focus on stainless steel, you’ll handle specialized inquiries, gaining sector knowledge valuable for career advancement.

Career Progression

From administrator/receptionist, progression to office manager or executive assistant is possible with demonstrated skills. StainlessPro’s environment encourages internal mobility, rewarding dedication with opportunities.

Final Thoughts

The administrator/receptionist role at StainlessPro Industries Ltd is an entry to a promising career in manufacturing administration. With professional support and impact on operations, it’s ideal for motivated individuals. Apply to join a team driving innovation in stainless steel solutions.

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Salary Estimate: KES 25,000–40,000 monthly, estimated based on market research from reputable sources PayScale (average receptionist salary KSh 117,916 annually or ~9,800 monthly, adjusted for entry-level in Machakos manufacturing) and Glassdoor (KES 120,000 monthly for office admin in Machakos, scaled down for junior roles), reflecting the role’s entry-level nature and location.