Administrative Coordinator/ Office Manager

Responsibilities:

Human Resources (40% of role): 

• Post job openings on Nigerian job boards (Jobberman, MyJobMag, LinkedIn) 
• Screen resumes and conducts initial phone screens 
• Schedule interviews using Microsoft Bookings 
• Conduct reference and background checks 
• Prepare employment contracts and offer letters 
• Manage onboarding process: documentation, orientation, access setup 
• Maintain employee files and records in SharePoint (confidential) 
• Process monthly payroll using QuickBooks and Nigerian payroll systems 
• Administer benefits: pension (PenCom), health insurance 
• Handle employee relations issues and escalations 
• Ensure compliance with Nigerian labor laws and regulations 
• Manage leave tracking and approvals 
• Conduct exit interviews and offboarding 

Office & Facilities Management (25% of role):

• Coordinate with Sankore for office space needs and issues 
• Manage office supplies inventory and procurement 
• Ensure office equipment is functional (coordinate IT support) 
• Manage vendor relationships: internet, cleaning, security, catering 
• Oversee health and safety compliance 
• Organize team events and activities 
• Maintain professional, organized office environment 
• Manage access badges and security protocols 

Financial & Administrative (25% of role): 

• Process vendor invoices and employee expense reports 
• Reconcile credit card and petty cash transactions 
• Support Operations Manager with budget tracking 
• Maintain QuickBooks records for the Nigeria entity 
• Coordinate with the external accountant for the month-end close 
• Ensure tax compliance: VAT, WHT, PAYE, etc. 
• Liaise with banks and financial institutions 
• Manage contracts and vendor agreements 
• Handle government filings and regulatory submissions 

Executive Support (10% of role): 

• Provide administrative support to Operations Manager
• Manage calendars and schedule meetings
• Prepare documents, reports, and presentations
• Handle correspondence and communications
• Maintain filing systems (physical and digital)
• Support special projects as assigned
• Coordinate travel arrangements when needed 

Requirements: 

• Minimum of a bachelor's degree in business administration, HR, or related field
• Minimum of 3-5 years of administrative or office management experience 
• Minimum of 2 years of HR experience (recruitment, payroll, employee relations) 
• Strong knowledge of Nigerian labor law and employment regulations 
• Experience with QuickBooks or similar accounting software 
• Proficiency in Microsoft 365 (especially Excel, Word, Outlook, SharePoint) 
• Excellent organizational and multitasking skills 
• Strong attention to detail and accuracy 
• Ability to handle confidential information with discretion 
• Professional demeanor and excellent communication skills 
• HR certification (CIPM, HRCI, or similar) 
• Experience in a startup or small business environment 
• Knowledge of Nigerian pension and tax regulations 
• Experience with payroll processing systems 
• PenCom compliance experience 
• Ability to keep track of everything effortlessly 
• Ability to catch things others miss 
• Able to anticipate needs and solve problems before they arise
• You handle sensitive information with utmost confidentiality 
• People can count on you to get things done 
• You find solutions with limited resources 
• You represent the company well in all interactions 
• You stay composed when things get hectic