Mwalimu Halisi Gateway Founding Receptionist and Office Administrator Jobs in Kenya
Job Summary
Serve as the first point of contact for parents, visitors, suppliers and prospective families while ensuring efficient front-office operations, effective communication and accurate administration.
Maintain a warm, secure and professional reception environment while supporting admissions, records management and day-to-day school administrative functions.
Key Responsibilities
Welcome parents, visitors, suppliers, job applicants and other stakeholders in a professional, courteous and friendly manner.
Implement and enforce visitor management procedures and access protocols.
Answer and respond promptly to telephone calls, emails, WhatsApp messages and general enquiries.
Route enquiries, requests and communications to the appropriate departments or staff members.
Support admissions activities including school tour bookings, application follow-up and appointment scheduling.
Assist with school event registrations, parent engagement activities and visitor coordination.
Maintain accurate visitor logs, call records, correspondence registers and courier records.
Maintain attendance records and learner collection records in accordance with school procedures.
Prepare letters, schedules, reports, meeting documents and administrative records.
Organize filing systems and maintain accurate documentation and records management processes.
Receive payments and official documents according to approved procedures and issue the appropriate acknowledgements.
Manage reception presentation, office supplies, printing requirements and basic office equipment coordination.
Protect confidential learner, parent, employee and school information at all times.
Support emergency communication procedures and authorized child collection verification processes when required.
Contribute to a positive parent and
community experience through professional customer service and communication.
Qualifications
Diploma or Degree in Office Administration, Business Administration, Customer Service or a related field.
Strong proficiency in email management, word processing, spreadsheets, calendars and records management systems.
Knowledge of administration, customer service and office operations practices.
Experience
Minimum five (5) to ten (10) years of relevant front-office, customer service or administrative experience.
Experience in a school, healthcare, hospitality or professional services environment is preferred.
Previous experience supporting admissions, visitor management or customer-facing operations is an advantage.
Experience working with parents, families and young children is desirable.
Key Competencies
Front Office and Reception Management.
Customer Service and Parent Relations.
Communication and Correspondence Management.
Records and Information Management.
Administrative Support and Office Coordination.
Scheduling and Appointment Management.
Visitor and Access Management.
Document Preparation and Filing.
Organizational and Time Management Skills.
Attention to Detail and Accuracy.
Confidentiality and Data Protection.
Problem-Solving and Decision-Making.
Teamwork and Professional Collaboration.
Language Requirements
Excellent spoken and written English.
Excellent spoken and written Kiswahili.
Personal Attributes
Warm, welcoming and service-oriented.
Polished, professional and presentable.
Calm and composed under pressure.
Highly organized and detail-oriented.
Trustworthy and discreet when handling confidential information.
Strong follow-through and accountability.
Able to create a positive and reassuring experience for parents, children and visitors.
How to apply
Send Your CV To: mwalimuhalisigateway@gmail.com
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