Administration & Operations Manager

Responsibilities:

Document and file management:

• Design and implement a firm-wide filing and records-management system covering physical and electronic documents, including naming conventions, storage architecture, retention periods and retrieval protocols.
• Clear the existing backlog into the new system and establish the discipline by which documents are filed at the point they are created or received.

Referral and matter intake:

• Build and maintain a system capturing the source of every client and matter.
• Own the administrative intake process from first contact to file opening, including ensuring that conflict checks, engagement documentation, matter creation, and required records are completed.

Operating processes:

• Map the firm’s existing workflows, identify where they break, design corrected process flows and establish clear responsibility, escalation points and turnaround standards.
• Produce and maintain a firm operations manual documenting the firm’s principal administrative and operating procedures. Monitor compliance, identify recurring failures and escalate material or repeated non-compliance to the Managing Partner.

HR oversight

• Set and enforce operating standards for the firm’s day-to-day HR administration, including leave, attendance, personnel records and staff conduct processes.
• Ensure HR matters are properly documented, handled within required timelines and reported promptly and accurately to the Managing Partner.
• This is principally an oversight, control and standard-setting responsibility, rather than routine HR administration.

Requirements

• 3-6 years experience in operations, practice management or administration, with at least two years in a professional-services environment.
• Demonstrable evidence of having personally designed and built an operating system - whether a filing architecture, intake process, workflow, records-management system or similar - rather than merely operating a system designed by someone else.
• Experience overseeing or holding an HR function to documented standards, including leave, attendance, personnel records and conduct matters.
• Working knowledge of document and records management, including electronic document-management systems.
• Ability to map workflows and write clear process documentation, operating procedures and manuals.
• Confidence and judgment to hold professionals more senior than the postholder to documented operating standards, while escalating appropriately where management intervention is required.
• Strong organisational ability, attention to detail and a record of independently executing time-bound projects.
• A relevant degree. A qualification in business administration, project management, records management, operations or human resources is an advantage.

Location: Lekki, Lagos

Remuneration: NGN 300,000–400,000 monthly