Administrative Support Officer

Responsibilities:

• Administrative Support: Provide comprehensive administrative support to management and other departments, including scheduling meetings, managing calendars, and preparing reports and presentations.
• Front Desk Administration and Record Keeping: Ensure proper filing and storage of subscribed materials, such as newsletters and journals, determining retention periods for various materials and disposing of them according to company policy.
• Visitor Management: You will be responsible for greeting and welcoming visitors in a professional and friendly manner, ensuring a positive first impression of the organization.
• Communication Management: Efficiently handle incoming calls, emails, and other correspondence, ensuring that all inquiries are addressed promptly and directed to the appropriate departments.
• Client Relationship Management: Build and maintain positive relationships with clients by understanding their needs, addressing concerns proactively, and ensuring high satisfaction levels.
• Email and Communication Management: Efficiently manage clients’ and internal communications through emails, phone calls, and meetings, ensuring timely and professional responses to inquiries and maintaining clear communication within the team.
• Office Management: Oversee the day-to-day operations of the office, including managing office supplies, equipment, and facilities, ensuring a clean, organized, and productive work environment.
• Reception Area and Meeting Room Maintenance: Maintain the cleanliness and organization of the reception area and meeting rooms, ensuring they are always presentable and aligned with company standards.
• Travel and Logistics Coordination: Coordinate travel arrangements for employees, including booking flights, accommodations, and transportation. Also, manage logistics for meetings, conferences, and corporate events.
• Documentation and Record Keeping: Maintain accurate and up-to-date records of important documents, including contracts and correspondence, ensuring proper filing and easy retrieval when needed.
• Task Prioritization and Workflow Optimization: Efficiently prioritize tasks to meet deadlines and optimize workflows, ensuring that client expectations are exceeded and key administrative functions are carried out smoothly.
• Budget and Expense Management: Assist in managing the company’s budget, process invoices, maintain financial records, and reconcile expenses to ensure financial accuracy and compliance.
• Event and Meeting Coordination: Assist in organizing team events, meetings, and workshops, including room bookings, equipment setup, and coordination with internal and external participants. Ensure all events adhere to company guidelines.
• Mail and Dispatch Oversight: Supervise the processing and distribution of incoming and outgoing mail, including the maintenance of the office telephone directory, and providing support services to all departments.
• Office Cleaning and Maintenance: Oversee the daily cleaning of the office, ensuring that cleaning contractors adhere to specified standards, and contribute to office space planning in consultation with relevant parties.
• Car Parking and Logistics Coordination: Coordinate and manage the office's car parking space, ensuring it is used efficiently and complies with organizational policies. Assist with logistics for workshops and training sessions as needed.
• HR Support: Assist with HR-related functions, including maintaining employee records, assisting in the onboarding process, organizing employee engagement activities, and supporting compliance with labor regulations.
• Compliance and Policy Adherence: Ensure compliance with company policies and administrative procedures, assist in preparing documentation for audits, and stay updated on relevant regulations and best practices.
• Procurement and Inventory Management: Oversee procurement processes by obtaining quotes, placing orders, verifying deliveries, and ensuring timely replenishment of office supplies and equipment.
• Collaboration and Team Support: Collaborate with internal teams to ensure smooth operational processes, assist with ad-hoc projects as needed, and contribute to fostering a positive and collaborative work environment.
• Report Generation and Documentation: Regularly generate detailed reports on administrative processes and performance metrics, ensuring that data and documentation are accurately tracked and maintained for internal use.
• Perform any other duty as assigned.

Requirements:

• Bachelor's degree in business administration, human resource management required or any related disciplines
• 2 years experience in administrative support functions
• Strong organizational skills and ability to prioritize multiple tasks seamlessly with a strong attention to detail
• Proficient in Microsoft Office/Google Suites
• Very strong interpersonal and communication skills
• Bonus points if you have project management experience
• Proximity to Jabi recommended

Behavioral Competence and Requirements:

• This candidate must have the energy, intellect, and excitement to take on a work-in-process process and help to continually iterate to achieve industry excellence.
• Ability to work under pressure and meet constantly changing timelines.
• Be able to travel as necessary, and perform, additional job-related duties as requested.
• Excellent verbal/written communication and data presentation skills, including an ability to effectively communicate with both business and technical teams.
• Ability to work independently, initiative, and remain flexible in an ever-changing environment.
• Fast learner with an interest in a broad range of business functions.
• Possesses an astute attention to detail and excellent problem-solving skills.

Location: Abuja