Front Desk and Admin Coordinator

Pharo Ventures is the commercial, for-profit arm of Pharo Foundation, established to build commercially and environmentally sustainable businesses across East Africa. By investing in high-potential enterprises, we aim to create jobs, generate inclusive economic growth, and maximize long-term economic value for local communities.

Guided by our vision of an economically vibrant and inclusive Africa, we invest in both human and physical capital to drive sustainable development. Our current focus is on the agribusiness and healthcare sectors, where we complement the Foundation’s development initiatives through commercially viable ventures that deliver lasting social and economic impact. Headquartered in Nairobi, Kenya, Pharo Ventures operates country offices in Addis Ababa, Ethiopia, and Hargeisa, Somaliland, supporting its growing portfolio of businesses across East Africa.

About the Role:

We’re seeking a well-organized and personable Front Desk & Admin Coordinator to manage our reception area and oversee key administrative functions. This role is ideal for someone who thrives in a structured environment, enjoys multitasking, and takes pride in keeping operations smooth—from welcoming guests to managing office bills, support staff, and overall office operations.

Key Responsibilities:

Reception & Guest Services

• Greet and assist visitors, clients, and staff with professionalism and warmth
• Manage incoming calls, emails, and correspondence efficiently
• Maintain a clean, organized, and welcoming reception area
• Coordinate meeting room bookings and ensure readiness for appointments

Administrative Coordination

• Handle filing, scanning, document preparation, and data entry
• Assist in scheduling meetings, travel arrangements, and calendar coordination
• Maintain and update office records, contact lists, and internal documentation
• Support onboarding of new staff and coordinate workspace setup
• Oversee internal communications and ensure staff compliance with office protocols

Travel & Hospitality Logistics

• Arrange domestic and international travel including flight and hotel bookings
• Manage accommodation and transport logistics for staff and guests
• Track travel expenses and ensure compliance with company travel policies

Office Supplies & Refreshments

• Monitor and replenish office stationery and equipment
• Manage refreshment stock (tea, coffee, water, snacks) and ensure availability
• Supervise canteen staff and ensure timely provision of meals and beverages
• Maintain inventory records and coordinate cost-effective procurement

Facilities & Support Staff Oversight

• Supervise cleaning and canteen staff and ensure daily hygiene standards are met
• Liaise with vendors and building management for maintenance and repairs
• Ensure office safety, cleanliness, and functionality standards are upheld

Bill Payments & Utilities Management

• Coordinate timely payment of office rent, electricity, water, and internet bills
• Manage mobile package subscriptions and renewals for staff communication needs
• Maintain records of all utility payments and liaise with finance for reconciliation
• Ensure uninterrupted service by tracking due dates and resolving billing issues

Office Operations & Budget Oversight

• Oversee day-to-day office operations and ensure efficient workflow across departments
• Develop and implement office policies and procedures to improve productivity
• Manage office budgets, petty cash, and procurement processes
• Act as the primary point of contact for office-related issues and escalations
• Support leadership with reporting, planning, and operational decision-making

Qualifications & Skills:

• Diploma or Degree in Business Administration, Office Management, or related field
• Minimum 3+ years experience in a similar role
• Strong organizational and multitasking abilities
• Excellent communication and interpersonal skills
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook)
• Professional appearance and a service-oriented attitude
• Experience managing budgets, vendors, and operational workflows is a plus