Office Coordinator

GrainPro East Africa is currently recruiting for the position of Office Coordinator in Kenya:

ABOUT GRAINPRO:

GrainPro is a mission-based company dedicated to reducing hunger and poverty through the safe handling of dried agricultural commodities. GrainPro manufactures post-harvest management solutions suitable for organic, chemical-free storage, solar-drying, and transporting of dry agricultural commodities worldwide. GrainPro’s patented air-tight (hermetic) technology ensures that valuable commodities are handled in a moisture-protected, insect-free, and mold-free environment and can maintain quality, taste and nutritional value of dried food for years. The company is committed to sustainable growth through environmental stewardship and social impact.

Job Summary:

The Office Coordinator is responsible for ensuring the smooth operation of office functions, including administrative support, facility management, logistics, warehouse management, and coordination of office activities. This role requires excellent organizational skills, strong attention to detail, and the ability to multitask in a fast-paced environment. The office coordinator reports to the Finance and Administration Manager.

Key Responsibilities:

• Serve as the primary point of contact for Kenya office-related inquiries and correspondence.
• Sales support by generating the relevant documents.
• Logistics management, including coordinating shipments, tracking deliveries, managing transportation schedules, and ensuring timely distribution of goods. Work closely with carriers and freight forwarders to ensure cost-effective and timely transportation. Monitor and resolve shipping delays, damages, or discrepancies.
• Warehouse management, including inventory control, stock organization, ensuring efficient space utilization, overseeing incoming and outgoing stock, and maintaining accurate warehouse records. Implement and maintain best practices for inventory tracking, minimize stock discrepancies, and ensure all stock movements are accurately recorded. Coordinate stock audits and cycle counts to maintain optimal inventory levels.
• Oversee daily office operations, including supply management, equipment maintenance, and general facility upkeep.
• Manage office schedules, meetings, and bookings.
• Provide administrative support to executives and other team members, including scheduling, document preparation, and data entry.
• Handle incoming and outgoing mail, deliveries, and shipments.
• Maintain accurate records and files, both physical and digital.
• Support HR functions such as onboarding new employees, maintaining employee records, and assisting with benefits administration.
• Ensure compliance with office policies and procedures.
• Coordinate with vendors, debtors, and service providers for office-related needs.
• Perform other duties as assigned to support the efficient operation of the office.

Qualifications:

• Bachelor’s degree in administration, logistics or business related.
• A minimum of 4-5 years of experience in a busy administrative or office coordination role involving warehousing and logistics.
• Strong knowledge of warehousing procedures, inventory control, and logistics operations.
• Experience in managing shipping schedules, coordinating deliveries, and working with freight forwarders.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other office management tools.
• Strong organizational and time-management skills.
• Excellent verbal and written communication skills.
• Ability to handle confidential information with discretion.
• Problem-solving skills and the ability to adapt to changing priorities.
• Customer service-oriented mindset with a proactive approach.

Work Environment:
This position operates in a professional office setting and requires frequent interaction with employees, clients, and vendors. The role may involve occasional lifting of office supplies or equipment.

STATEMENT OF NON-DISCRIMINATION:

GrainPro is committed to the ideal of diversity in its staff. GrainPro does not discriminate on the basis of race, color, gender, disability, age, religion, sexual orientation, nationality, or ethnicity. We are strongly committed to hiring a diverse and

multicultural staff.

Employment Type: Full-time

Compensation: Competitive salary based on experience and qualifications.

How to Apply:
Interested candidates should submit a resume and cover letter to careers@grainpro.com. Applications will be reviewed on a rolling basis and the end date for receiving applications is Wednesday, 16th April 2025.

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