Admin Intern at Peach Cars KE

In this role, you’ll provide essential support to the administration team by assisting with daily clerical tasks, maintaining organized records, and helping ensure smooth office operations.

This internship offers hands-on experience in administrative processes, office management, and vendor coordination, while helping you develop key professional skills in organization, communication, and problem-solving.

Duties and Responsibilities

Front office management

• Receive clients and ensure they are attended to
• Offer clients refreshments i.e., coffee, tea, water, and juice
• Ensure the reception area is always clean and organized
• Receive deliveries from various suppliers

Facilities Management

• Ensure the compound is clean at all times- both interior and exterior
• Ensure office round repairs are done as quickly as possible when reported
• Ensure all employees plus new joiners have furniture and equipment required to carry out their tasks
• Oversee the handover of Peach Equipment when an employee leaves
• Conduct monthly audits of the various furniture and equipment we have in the facility and updating the tracker
• Manage support staff to ensure they are performing their duties
• Keep contact with security firm and ensure the guards are following Peach rules and raising any issues that might arise to management
• Renewal of premises insurance at the end of each year, ensuring the insurance schedule is up to date and following up on claims on stolen/damaged items

Filing System

• Receive sale agreement documents from the sales admin team and ensure all accompanying documents are always available before filing
• File all agreements digitally and physically and ensure trackers are updated
• Audit all documents on a monthly basis and report on any discrepancies

Office Compliance

• Work hand in hand with the legal officer to ensure licenses needed by a company are renewed in a timely manner
• Ensure licenses are visibly displayed and systematically archived on Google Drive.
• Ensure audits for occupational environmental audit, risk assessment audit, health and safety audit and statutory fire safety audit are timely conducted.
• Ensure the establishment of relevant committees and coordinate mandatory trainings in health and safety, first aid, and fire safety for designated personnel

Inventory Management

• Monitor stock levels of various inventories managed by admin
• Monitor inventory levels and initiate requisitions to prevent stockouts
• Maintain and update inventory trackers to accurately reflect current stock levels

Vendor Management

• Maintain good business relationship with various vendors
• File all agreements signed between Peach and the vendors
• Ensure services procured from vendors are delivered as required
• Ensure the vendors list tracker is always updated

Admin Procurement

• Create LPOs for various purchases and request for approval from the Admin Manager and Financial Controller
• Assist in making admin related payments within the agreed threshold set by Finance
• File all receipts accurately and hand over to the finance department
• Follow Procurement SOPs created by the finance department

Employee Engagement Events

• Assist the Entertainment Committee to come up with engagement events
• Provide the Entertainment Committee with suitable vendors to work with
• Assist in collecting feedback from the team post-event

Admin Helpdesk Management

• Oversee the Admin Helpdesk and ensure all incoming staff requests are acknowledged and addressed promptly
• Assign, prioritize, and track helpdesk requests across all branches
• Resolve complex or high-priority issues, including travel arrangements, repair coordination, and vendor-related concerns
• Escalate unresolved or urgent issues to the relevant external vendors i.e. electricians, plumbers etc or the Admin Manager where applicable
• Maintain and audit the helpdesk tracker to ensure accuracy and timely updates
• Generate and analyze monthly helpdesk performance reports to identify trends and areas for improvement
• Train and guide interns or junior team members, assisting with the helpdesk

Knowledge and Experience 

• Recent degree in Business Administration or a related field
• Proficiency in Microsoft Office/ Google Workspace Tools
• Organized and self-motivated
• Demonstrated ability to wear multiple hats simultaneously
• High level of attention to detail and accuracy.
• Excellent organizational and time-management skills.
• A proactive, professional, and team-oriented attitude.