Admin Associate

Main Responsibilities:

• Act as the first point of contact for visitors, parents, and external stakeholders, creating a warm, professional, and welcoming atmosphere at all times.
• Ensure an excellent first impression of the school by embodying professionalism, friendliness, and attention to detail in all interactions.
• Manage and maintain an organized filing system for student records and operational documents, ensuring confidentiality and compliance with regulations.
• Support the smooth operation of the school by handling day-to-day administrative tasks, including scheduling, communication, and coordination of activities.
• Coordinate and oversee the work of admin staff – cleaning, kitchen, janitor, gardener, security guards, and maintenance staff to ensure the school environment is maintained to the highest standard of cleanliness and safety.
• Regularly inspect facilities to identify maintenance needs and report them to the appropriate personnel for timely action.
• Support school leadership in strategic planning, monitoring, and implementing operational improvements.
• Ensure the school environment reflects the values and mission of Imagine EE by maintaining impeccable organization and presentation.

Specific Responsibilities:

• Assist with children during morning drop-off and afternoon pick-up, ensuring smooth transitions and safety.
• Send daily drop-off notes to parents using Tadpoles and approve pictures; proofread and verify the information for accuracy before finalizing reports.
• Respond promptly and professionally to all inquiries sent to the official email, providing timely resolutions.
• Coordinate procurement processes by ensuring timely submission and approval of purchase requests (PRs), particularly for kitchen supplies, housekeeping, and other essentials.
• Receive delivered items to ensure transparency and quality control, particularly for food and consumables.
• Play a supporting role in planning care and maintaining supplies aligned with Imagine EE mission and vision.
• Perform regular spot checks to monitor the performance of caregivers, cleaners, and other staff to ensure duties are carried out as specified.
• Monitor the swimming pool area, ensuring it is kept locked, sanitized daily, and maintained for safety.
• Assist with inspecting the internal facilities and reporting maintenance or repair needs to the administrator.
• Manage utility purchases, including electricity and water bills, to ensure uninterrupted operations.
• Maintain an updated calendar for staff and student birthdays, setting reminders on Microsoft
• Outlook, and coordinating monthly celebrations with cake and other arrangements.
• Organize and coordinate reminders for school events, ensuring adequate preparation and communication with all stakeholders.
• Oversee the maintenance of outdoor wooden play equipment, sourcing materials for repairs and suggesting innovative ideas to keep the play area engaging for students.

Requirements:

• 2-3 years experience 
• Excellent verbal and written communication skills for engaging with staff, parents, and external partners.
• Strong organizational and time-management abilities to handle multiple responsibilities efficiently.
• Proficiency in using Microsoft Office Suite and other administrative tools for scheduling, communication, and record management.
• A warm, approachable demeanour combined with professionalism and attention to detail.
• Knowledge of health and safety regulations and the ability to implement them in an educational setting.
• Commitment to the school’s mission and values, with a focus on creating a safe, inspiring, and well-organized learning environment for children.

Work Environment:

• Primarily office-based, with regular interaction in classrooms, facilities, and other areas of the school to ensure smooth operations.
• Involves occasional lifting or handling of supplies and equipment.
• Requires flexibility to adjust schedules and meet the dynamic needs of the school.

Remuneration: NGN 120,000 - 140,000