Duties and Responsibilities
1. Overseeing smooth running of the business operations through:
- Ensuring optimal operational capacity is always maintained by anticipating and proactively responding to current and future workspace needs and requirements.
- Working with all relevant departments to perform all office renovations and refurbishments, including office relocations.
- Ensuring all staff have decent sitting space, furniture, lighting, and water always. Work with teams with an aim of ensuring uniformity in office outlook and in service provision across the company.
- Ensuring that all work facilities are well-maintained; conducting periodic maintenance of facilities and resolving all repairs issues when they arise.
- Working with relevant officials to manage and secure all physical office assets i.e., furniture, fixtures, and fittings.
- Working with the administrative team to overseeing office cleanliness and orderliness; supervising multi-disciplinary teams of staff and casuals.
- Lead the provision of end-to-end administrative support services related to logistics and events for all teams within the company.
- Directly oversee all administrative support staff with overall responsibility to the line manager; Assess staff performance and provide coaching and guidance to ensure maximum efficiency.
2. Managing 3rd party relationships by:
- Supervising all related sub-contracted staff where possible whilst ensuring a healthy and safe work environment for them.
- Working with the Finance and Legal teams to manage the leasing contracts; In charge of ensuring that the facilities and assets are used as intended.
- Ensuring that all periodic bills are paid on time i.e., rent, electricity and water bills.
- Manage the procurement process within the unit and engagement of 3rd party vendors in line with Company policies.
3. Working cross functionally to champion the health and safety of all staff within the company by:
- Ensuring that the facilities meet the acceptable government regulations and that all environmental, health and security standards are met.
- Coordinating inspections in all units as recommended and drafting and filing all relevant reports with the regulatory authorities.
- Procuring all relevant licenses and ensuring they are displayed in all offices within acceptable timeframes.
- Coordinate with the building’s management to ensure all scheduled and ad hoc maintenance services are provided in a timely manner and health and safety notices are communicated in time for observance.
4. Contributing to policy development and implementation by:
- Working with relevant officials to develop and enforce relevant policies, procedures and processes that ensure proper use and handling of the office facilities and assets.
- Enforcing the policies and processes to ensure compliance by all staff.
- Ensure compliance with legal and regulatory requirements related to administrative functions and facility management.
5. Providing business support by:
- Working with relevant teams to ensure all company assets are registered. Collaborate in retiring and disposing of old and devalued assets within the company when the need arises.
- Preparing periodic and ad hoc reports and advising the management team as well as staff on measures to improve the efficiency and cost-effectiveness of the facility.
- Maintaining facility records e.g., copies of leases, inventories, and maintenance records.
- Provide input into financial planning and expense forecasting of facility maintenance budget line and ensuring costs are maintained within approved budgets.
- Performing all company fleet maintenance duties i.e vehicle servicing, maintenance etc
- Manage special projects related to administrative functions and facility management as assigned.
- Ensure administrative processes such as record-keeping, document management, and communication protocols are followed consistently and efficiently.
Education, Skills, and Experience Requirements
- Bachelor’s degree in business management or any other relevant field.
- Proficiency in Ms Office.
- At least 7 years of hands-on experience with at least 4 years in leadership.
- Proficient in Microsoft Office, with aptitude to learn new software and systems.
- Experience with project management tools, and accounting software will be an added advantage.
- Great written and verbal communication skills.
- Strong time-management skills and multitasking ability.
- Good people skills and ability to work in cross-cultural teams.
- Excellent organizational and multitasking abilities.
- A collaborator with leadership skills.
- Comfortable handling confidential information.
- Ability to adapt to changing situations in a calm and professional manner.
- An “out of the box” thinker who is also meticulous.
- Experience authoring reports, creating presentations, and delivering training.
- Strong critical thinking skills.
- Experience managing conflict, negotiating with stakeholders, and making decisions that balance the needs of the organization and its employees.
- In-depth understanding of office management procedures.
- Initiative-taking, attention to detail and able to work independently with minimal supervision.
What we offer
We offer a competitive remuneration package and an opportunity to do exciting and meaningful work with an ambitious and passionate team in a growing company.
If you are the person we are looking for, we would love to hear from you. Please note that due to the volume of applications that we receive and the urgency to fill up positions only shortlisted applicants will receive notifications on next steps.
APPLY ON THE OFFICIAL WEBSITE USING THE LINK BELOW:
