Office Administrator job at Build Base Contractors (U) Ltd

About This Job:

Q-Sourcing Limited trading as Q-Sourcing Servtec is a manpower management solutions firm operating in the East African Region in the countries of Uganda, Kenya, Tanzania, Rwanda, and South Sudan.

On behalf of our client Buildbase Contractors, we are looking for a competent, skilled, and experienced Office Administrator to work in Kampala.

Position: 1

Job summary

Buildbase Contractors seeks an experienced Office Administrator to manage the day-to-day administrative and finance-support functions of the office. This role requires a highly organized individual with a solid background in finance and administration who can keep office operations running smoothly.

KEY RESPONSIBILITIES

• Oversee general office administration, correspondence, and records management.
• Support finance functions including invoicing, petty cash management, and expense tracking.
• Maintain accurate filing systems for contracts, procurement, and staff records.
• Coordinate schedules, meetings, and communication between departments and site teams.
• Liaise with suppliers and vendors on orders, payments, and follow-ups.
• Prepare basic administrative and financial reports for management.
• Ensure office supplies, equipment, and facilities are well maintained.
• Process staff impress/advance requests and follow up on retirements and reconciliations.
• Track and file payment vouchers, receipts, and supporting documents for audit readiness.
• Support payroll administration by compiling attendance, leave, and timesheet records.
• Manage incoming and outgoing mail, deliveries, and visitor/front-desk coordination.
• Assist with procurement processes, including obtaining quotations and tracking purchase orders.
• Maintain the staff and asset registers, updating records as changes occur.
• Support preparation for audits, inspections, and statutory compliance submissions.
• Organize travel, accommodation, and logistics for staff and site visits as needed.
• Coordinate with the site team to ensure proper execution of project activities.
• Supervise office staff and ensure they deliver to the company’s expectations.
• Handle procurement of office and project-related items.
• Support the preparation of bidding documents and ensure they are well compiled and submitted on time.

REQUIRED QUALIFICATIONS

• Diploma or Degree in Business Administration, Finance & Accounting, or a related field.
• Minimum of 5 years’ relevant experience in an office administration and/or finance & administration (F&A) role.
• Proficiency in MS Office (Word, Excel) and standard office/accounting software.
• Strong organizational, record-keeping, and multitasking abilities.
• Good written and verbal communication skills.
• High level of integrity and attention to detail when handling finance-related tasks.

• Oversee general office administration, correspondence, and records management.
• Support finance functions including invoicing, petty cash management, and expense tracking.
• Maintain accurate filing systems for contracts, procurement, and staff records.
• Coordinate schedules, meetings, and communication between departments and site teams.
• Liaise with suppliers and vendors on orders, payments, and follow-ups.
• Prepare basic administrative and financial reports for management.
• Ensure office supplies, equipment, and facilities are well maintained.
• Process staff impress/advance requests and follow up on retirements and reconciliations.
• Track and file payment vouchers, receipts, and supporting documents for audit readiness.
• Support payroll administration by compiling attendance, leave, and timesheet records.
• Manage incoming and outgoing mail, deliveries, and visitor/front-desk coordination.
• Assist with procurement processes, including obtaining quotations and tracking purchase orders.
• Maintain the staff and asset registers, updating records as changes occur.
• Support preparation for audits, inspections, and statutory compliance submissions.
• Organize travel, accommodation, and logistics for staff and site visits as needed.
• Coordinate with the site team to ensure proper execution of project activities.
• Supervise office staff and ensure they deliver to the company’s expectations.
• Handle procurement of office and project-related items.
• Support the preparation of bidding documents and ensure they are well compiled and submitted on time.

• Proficiency in MS Office (Word, Excel) and standard office/accounting software.
• Strong organizational, record-keeping, and multitasking abilities.
• Good written and verbal communication skills.
• High level of integrity and attention to detail when handling finance-related tasks.

• Diploma or Degree in Business Administration, Finance & Accounting, or a related field.
• Minimum of 5 years’ relevant experience in an office administration and/or finance & administration (F&A) role.