About Company
Synergy Business Solutions Ltd. is a reputable Kenyan firm dedicated to empowering businesses through innovative IT solutions and streamlined business processes. With a commitment to excellence, we help our clients achieve operational efficiency and sustainable growth. Our diverse portfolio includes enterprise resource planning, customer relationship management, and bespoke software development, alongside comprehensive IT support and consulting services. We foster a collaborative and dynamic work environment where every team member contributes to our collective success and client satisfaction. At Synergy, we believe in nurturing talent and providing opportunities for growth within a supportive and forward-thinking culture.
Job Description
Are you an exceptionally organized and meticulous individual with a keen eye for detail? Synergy Business Solutions Ltd. is seeking a dedicated and efficient Office Clerk with a strong focus on document filing to join our administrative team in Hurlingham, Nairobi. In this crucial full-time, on-site role, you will be the backbone of our information management system, ensuring that all physical and digital documents are accurately categorized, securely stored, and readily accessible. Your ability to maintain a systematic filing structure will directly contribute to our operational efficiency and compliance standards.
This position is ideal for someone who thrives in a structured environment, takes immense pride in their organizational abilities, and understands the critical importance of precise record-keeping. You will be responsible for managing a high volume of sensitive documents, including contracts, invoices, client records, and internal correspondence across various departments. Beyond mere filing, your responsibilities will extend to assisting in digitizing records, performing accurate data entry, and providing robust support for general office administrative tasks. We are looking for a proactive individual who can work both independently and collaboratively as part of a cohesive team, ensuring that our document flow is seamless, efficient, and robust. If you are committed to maintaining impeccable order, ensuring strict confidentiality, and providing essential administrative support that underpins successful business operations, we encourage you to apply and become an integral part of our growing success. Your contributions will be vital in maintaining the integrity of our corporate records and facilitating smooth day-to-day operations.
Key Responsibilities
- Sort, categorize, and file a variety of physical and digital documents (invoices, contracts, reports, correspondence) according to established procedures.
- Maintain and update filing systems (both physical and electronic) to ensure accuracy, completeness, and easy retrieval of information.
- Perform data entry tasks, transcribing information from paper documents into digital databases with high precision and verifying data integrity.
- Assist in the digitization of physical records, scanning documents, and ensuring proper indexing and metadata tagging for searchability.
- Manage document archiving, retrieval, and secure disposal processes in strict compliance with company policies and regulatory requirements.
- Ensure strict confidentiality and security of all sensitive documents and proprietary information at all times.
- Prepare and organize documents for internal and external audits, ensuring all necessary documentation is readily available.
- Support general office administrative duties, including photocopying, scanning, binding, and mail distribution as needed.
- Monitor office supplies related to filing and record-keeping, and proactively report needs to the administrative supervisor to maintain stock levels.
- Assist in maintaining a clean, organized, and efficient office environment.
Required Skills
- Proven experience (minimum 1 year) in document management, administrative support, or structured filing systems.
- Exceptional organizational skills and meticulous attention to detail.
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook) for data entry and document creation.
- Strong data entry skills with a high level of accuracy and speed.
- Ability to handle confidential and sensitive information with utmost discretion and integrity.
- Excellent time management and multitasking abilities to manage varied administrative tasks.
- Strong written and verbal communication skills in English.
- Ability to work independently with minimal supervision and collaboratively as part of a team in a fast-paced environment.
Preferred Qualifications
- A diploma or certificate in Office Administration, Records Management, Business Administration, or a related field.
- Familiarity with electronic document management systems (EDMS) or document management software.
- Experience working in an IT, business solutions, or corporate administrative environment.
- Basic understanding of data privacy and protection regulations relevant to Kenya.
Perks & Benefits
- Competitive salary package commensurate with experience.
- Comprehensive health insurance benefits for you and your dependents.
- Opportunities for continuous professional development and training.
- A dynamic, collaborative, and supportive work environment.
- Generous paid time off and observance of public holidays.
- Employee wellness programs and initiatives.
- Access to modern office facilities in a prime, accessible location.
How to Apply
Click on the link below to apply for the job. Ensure your resume and a compelling cover letter highlight your relevant experience in document management, organizational skills, and attention to detail. Please clearly state your salary expectations.