Finance & Administration Assistant at Orient Construction and Interiors

Job Overview

• The Finance & Administration Assistant will play a critical support role in ensuring efficient financial operations, payroll accuracy, and seamless administrative coordination within a dynamic construction environment.
• The role requires a highly organized and detail-oriented individual capable of supporting financial reporting, maintaining accurate records, managing payroll processes, and facilitating smooth day-to-day office operations. The ideal candidate will demonstrate strong accountability, confidentiality, and the ability to work across both office and site teams.

Key Duties and Responsibilities

Finance & Accounts Support

• Assist in preparing and posting financial transactions, journals, and vouchers.
• Support accounts payable and receivable processes, ensuring timely processing.
• Maintain accurate and up-to-date financial records and filing systems.
• Assist in bank reconciliations and monitoring of cash flow movements.
• Support preparation of monthly financial reports and schedules.
• Track and reconcile project-related expenses and petty cash usage.

Payroll Administration

• Assist in preparation and processing of monthly payroll for staff and site workers.
• Prepare payroll schedules including overtime, allowances, and deductions.
• Ensure accurate computation of statutory deductions (PAYE, NSSF, SHIF, Housing Levy).
• Maintain payroll records and ensure confidentiality of employee data.
• Support timely remittance of statutory payments and filing of returns.

Administrative & Office Coordination

• Provide administrative support to finance, HR, and project teams.
• Maintain organized records for finance, HR, and compliance documentation.
• Coordinate office supplies, documentation, and communication.
• Support document management (contracts, invoices, approvals, and correspondence).
• Assist in coordinating internal meetings and tracking action points.

Compliance & Record Management

• Ensure all financial and payroll records comply with statutory and audit requirements.
• Maintain proper documentation for audit trails and financial reviews.
• Support preparation of audit schedules and required documentation.
• Ensure adherence to company financial policies and procedures.

Reporting & Documentation

• Prepare periodic finance and payroll reports as required.
• Maintain accurate and up-to-date digital and physical records.
• Track pending payments, invoices, and reconciliations.
• Ensure proper documentation and filing of all financial transactions.

Key Performance Indicators (KPIs)

Financial Accuracy & Record Management

• Ensure 98% accuracy in financial data entry and records.
• Ensure 100% proper documentation of all financial transactions.
• Complete bank reconciliations within 3 working days of month-end.

Payroll Efficiency & Compliance

• Achieve 100% accuracy in payroll processing (zero errors impacting salaries).
• Ensure 100% on-time payroll processing (before set payroll deadlines).
• Ensure 100% compliance with statutory deductions and timely remittances.

Accounts Payable & Receivable Management

• Process 100% of supplier payments within agreed timelines.
• Maintain ≤ 5% overdue receivables at any given time.
• Verify and process all invoices within 48 hours of receipt.

Administrative Efficiency

• Ensure 100% availability and organization of finance and admin records.
• Respond to internal requests within 24 hours.
• Maintain zero critical document loss or misfiling incidents.

Reporting & Timeliness

• Submit weekly all assigned reports by agreed deadline (100% compliance).
• Maintain real-time updates of financial trackers and logs.
• Ensure all discrepancies are flagged and resolved within 48 hours.

Compliance & Audit Readiness

• Achieve 100% audit readiness at all times.
• Ensure zero penalties arising from statutory non-compliance.
• Maintain complete and traceable financial records for all transactions.

Qualifications & Experience

• Diploma or Bachelor’s Degree in Accounting, Finance, Business Administration, or related field.
• Minimum 3–5 years’ experience in finance, payroll, or administration (construction industry preferred).
• Strong understanding of Kenyan statutory and payroll requirements.
• Professional certification (CPA, ACCA, or equivalent) is an added advantage.
• Experience with accounting/payroll systems and MS Excel.

Skills & Competencies

• Strong numerical and analytical skills.
• High attention to detail and accuracy.
• Excellent organizational and time management skills.
• Ability to handle confidential information with integrity.
• Strong communication and coordination skills.
• Ability to work under pressure and meet deadlines.

Personal Attributes

• Honest, reliable, and highly accountable.
• Detail-oriented with a structured approach to work.
• Proactive and solution-driven mindset.
• Team player with ability to collaborate across departments.
• Professional and discreet in handling sensitive information.