Admin Lead

Green Heart Kilifi is a regenerative town and productive agricultural landscape spanning 750 acres along Kenya’s stunning coastline. Our mission is to create lasting, positive impact on Kilifi’s natural ecosystems, communities, and economy. We’re a small, fast-growing team working at the heart of this vision—driven by innovation, excellence, and sustainability. Our goal is to redefine what’s possible by building a model for inclusive, regenerative living in coastal Kenya.
Role Overview

1. The Admin Lead plays a vital role in ensuring smooth and efficient administrative operations across Green Heart Kilifi. This includes managing internal systems, coordinating legal and compliance processes, supporting land-related documentation, and keeping daily operations running seamlessly.

You’ll be the bridge between teams, service providers, and legal partners — ensuring order, accountability, and excellence in every administrative process.
Key Responsibilities

1. Administrative Operations (40%)

• Oversee daily office management, supplies, repairs, and utilities.
• Coordinate internal meetings, take minutes, and follow up on actions.
• Manage travel and accommodation for staff and visitors.
• Maintain both digital and physical filing systems.
• Plan logistics for events, community engagements, and workshops.
• Track and renew insurance policies, licenses, and permits.

2. System Management (25%)

• Organize company records and operational systems (Google Drive, Trello, etc.).
• Support team members in system usage and ensure data accuracy.
• Lead onboarding and implementation of new digital tools.

3. Legal & Land Documentation (20%)

• Manage land-related paperwork — sales agreements, transfers, and tracking payments.
• Liaise with lawyers, clients, and other stakeholders.
• Maintain an up-to-date digital filing system for all sales and transactions.
• Provide weekly updates to management on all active files.

4. Compliance & Reporting (10%)

• Work with the company secretary to ensure all statutory filings and renewals are complete.
• Secure signatures and file legal documentation on time.
• Monitor compliance standards and ensure department-wide adherence.

5. Executive & General Support (5%)

• Maintain supplier and service provider records.
• Handle petty cash, invoices, and procurement documentation.
• Provide executive support to the CEO and General Manager.

Qualifications & Experience

•  Diploma or Degree in Business Administration, Project Management, or related field.
•  Minimum 6 years of experience in administration, preferably in real estate or project-based settings.
•  Strong digital literacy in Google Workspace, Trello, and CRM tools.
•  Familiarity with basic legal and compliance processes.
•  Excellent communication, organization, and time management skills.
•  Proven integrity, discretion, and the ability to work independently.

How to Apply

1. Interested candidates should apply through the official link:
2. Deadline: Tuesday, 11th November 2025

(Applications submitted via email or other channels will not be considered.)