Job Title: Office Administrator
Reporting Line: General Services Manager
Function: People & Corporate Services
Location: Lagos State
Date: November 2021
Purpose Statement:
To provide comprehensive and proactive support to the Lagos Office on a wide range of complex administrative activities whilst prioritizing and taking personal responsibility for all activities undertaken to enhance site effectiveness and a conducive and convenient work environment
Key Accountabilities
- Operational/Technical/Professional Results
- Responsible for managing the Office Supplies Store by maintaining a balance stock of materials
- Responsible for the management of office repairs, office décor, office maintenance, fumigation and pest control, and landscape/garden management
- Ensure the meeting rooms are well maintained, necessary refreshments provided and the meeting room is always ready for use.
- Make available refreshments and drinking water at all designated points on time and in full.
- Leadership Results:
- Ensure proper planning of store administration activities by preventing stock outs of office supplies.
- Ensure effective communication of daily activities to General Services Manager through verbal communication and formal report writing.
- Supervisory work of all projects in the absence of the General Services Manager
- Coordinate the front office operations, Hotel bookings, telephony services and reception of visitors to GCL Lagos Office.
- Effective supervision of in-coming and out-going mail operations, liaise with external courier/postal services to ensure rendition of service within/above SLAs.
- Management Results:
- Maintain acceptable levels of housekeeping by achieving zero-non conformances. Ensures that HSE Standards are fully observed by contractors working on the premises.
- Ensure that the office environment is clean and conducive, with fixtures available, all requests for meeting rooms are met and customers’ expectations are met.
- Ensure that the Office environment is well beautified with necessary interior decorations.
- Innovation Results:
- Continually develop new ideas and processes to improve the quality of the departmental reports and physical infrastructures in the GCL Lagos Office.
- Always promulgate new areas of cost savings in office supplies and deliver value for money in this area.
- Populate monthly departmental reports on defined template for Office supplies and catering service.
- Carry out survey on refreshment, stationery utilization and generate reports quarterly.
- Relationship Results:
- Develop a good and cordial relationship with internal and external customers to effect high quality service delivery.
Qualifications
- HND/Bachelor’s Degree from an accredited College or University
- Work experience in a similar role in a leading corporate organization would be an added advantage.
Knowledge, Skills & Experience
- Solid secretarial and administrative skills, including excellent verbal and written communication
- Self-starter with strong organizational and time management skills.
- Must be proficient in Microsoft Office, SAP Hana
- High say/do ratio with good attention to details and confident to use own initiative
- Proactive “can do” work ethics with flexible approach to working
- Firm foundation of interpersonal skills – mature, responsible, assertive attitude
- Ability to establish priorities, maintain confidentiality and work under pressure
- Above average numeracy skills to work with financial systems and resolve queries
- Competent internet research skills
- Good command of software packages, ability to work with new packages and undertake basic database administration.
Working relationships
- Internally: Reports to General Services Manager. Interacts regularly with all user departments, drivers etc. Raise orders and Follow-up orders with central procurement.
- Externally: Deals with suppliers and contractors who are either delivering materials or carrying out cleaning or maintenance services, etc.
Barriers to Success
- Inability to role model GCL’s Values & Leadership Behavior’s
- Inability to work with and through others
Inability to drive change and build strong relationships with internal and external stakeholders
Deadline for Application is Friday, December 3, 2021
