Farm Office Administrator- Kinangop

About the Company

Our client is a commercial floriculture company specializing in the production, packing, and export of high-quality flowers to international markets. The company is committed to efficient farm operations, regulatory compliance, employee welfare, and maintaining high standards across its production and export processes.

Job Summary

The Farm Office Administrator will be responsible for coordinating daily administrative, labour, logistics, health and safety, and compliance activities at the farm. The role will maintain accurate employee and operational records, coordinate export documentation, support payroll preparation, and facilitate communication between farm operations, the packhouse, and the head office.

The position requires strong organisational skills, attention to detail, confidentiality, and the ability to coordinate multiple activities within a busy commercial farm environment.

Key Responsibilities

Farm Administration & Coordination

• Coordinate day-to-day administrative activities within the farm office.
• Maintain accurate and up-to-date farm records, files, and operational documentation.
• Serve as the central administrative liaison between field managers, packhouse supervisors, and head office.
• Coordinate communication and follow-ups between different farm departments.
• Prepare routine administrative reports and correspondence as required.
• Support the Farm Manager with general administrative and operational duties.

Labour & Payroll Administration

• Maintain accurate records for casual and permanent employees.
• Track daily attendance, absenteeism, overtime, leave, and other labour-related information.
• Compile accurate monthly payroll data and submit it within the required timelines.
• Maintain employee documentation and ensure records are properly filed and updated.
• Support the coordination of labour requirements with field supervisors.
• Assist in addressing routine employee administrative queries and escalating matters where necessary.

Export Logistics & Documentation

• Coordinate and maintain export logistics documentation.
• Liaise with clearing agents, freight forwarders, KEPHIS inspectors, and other relevant stakeholders.
• Ensure required documents are prepared, accurately completed, and available within required timelines.
• Maintain records relating to flower dispatches, inspections, and export activities.
• Support coordination between the farm, packhouse, logistics providers, and relevant authorities.

Health, Safety & Compliance

• Support implementation of farm health and safety procedures.
• Monitor compliance with workplace health and safety requirements.
• Ensure farmworkers have and appropriately use the required Personal Protective Equipment (PPE).
• Maintain records relating to safety inspections, incidents, training, and corrective actions.
• Support the farm in maintaining documentation required for regulatory and certification audits.
• Assist with maintaining audit trails for KFC, Fairtrade, county government permits, and other applicable requirements.

Records & Audit Documentation

• Maintain organised physical and electronic filing systems.
• Ensure farm records are accurate, complete, and readily accessible for internal and external audits.
• Track expiry dates and renewal requirements for relevant permits, licences, and compliance documentation.
• Support preparation of documentation for certification and regulatory inspections.
• Ensure administrative records are maintained in accordance with company procedures.

Qualifications & Experience

• Diploma or Degree in Business Administration, Human Resource Management, Agricultural Management, or a related field.
• Minimum 3 years of administrative experience within a large-scale commercial farm, preferably in the floriculture or flower export sector.
• Experience handling farm labour records, attendance, overtime, and payroll inputs.
• Experience coordinating administrative or export logistics documentation.
• Proficiency in Microsoft Office, with strong Excel skills being mandatory.
• Experience working with industrial or farm-based labour is highly desirable.
• Good understanding of workplace health and safety requirements and compliance documentation.

Key Skills & Competencies

• Farm Administration
• Labour & Payroll Administration
• Export Documentation
• Microsoft Excel & Office Administration
• Records & Document Management
• Compliance & Audit Support
• Health & Safety Coordination
• Stakeholder Coordination
• Industrial Labour Relations
• Communication & Interpersonal Skills
• Organisation & Time Management
• Attention to Detail
• Confidentiality & Professionalism

Key Performance Indicators (KPIs)

• Accuracy and timeliness of payroll and labour records
• Timely and accurate completion of export documentation
• Compliance with farm health and safety requirements
• Availability and accuracy of audit documentation
• Proper maintenance of employee and operational records
• Timely coordination of administrative requests and follow-ups
• Effective communication between farm departments and head office
• Compliance with applicable farm and regulatory requirements