Office Administrator

Responsibilities:

Office Administration Functions

• Manage daily office operations and ensure a well-organized work environment
• Maintain office supplies and oversee inventory control
• Coordinate maintenance of office equipment and facilities
• Supervise support staff (cleaners, drivers, dispatch, security)
• Ensure compliance with office policies and procedures

Secretarial Functions:

• Manage executive calendars, appointments, and schedules
• Organize and service meetings (prepare agenda, take minutes, follow up on action points)
• Handle correspondence (emails, letters, memos) on behalf of management
• Maintain confidential records and documents
• Screen calls, visitors, and inquiries

Documentation & Records Management:

• Develop and maintain filing systems (physical and electronic)
• Ensure proper documentation of organizational records
• Archive and retrieve documents when required
• Draft reports, letters, and official communications

Communication & Coordination:

• Serve as liaison between management, staff, and external stakeholders
• Coordinate internal communication within departments
• Support the preparation of presentations and briefing materials
• Ensure timely dissemination of information

Logistics & Event Support:

• Arrange travel, accommodation, and itineraries for staff/executives
• Coordinate meetings, workshops, and official events
• Manage meeting rooms and office scheduling

Financial & Administrative Support:

• Maintain petty cash and track office expenses
• Assist in procurement and vendor coordination
• Process invoices and maintain payment records

Requirements:

• Bachelor’s degree or HND in Business Administration, Secretarial Studies, or related field
• Minimum of 3 years relevant experience
• Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook)
• Strong typing, shorthand (optional), and minute-taking skills
• Excellent written and verbal communication skills
• Organizational and multitasking ability
• High level of discretion and confidentiality
• Attention to detail and accuracy
• Strong interpersonal and communication skills
• Time management and the ability to meet deadlines

Key Performance Indicators (KPIs):

• Timeliness and accuracy of administrative and secretarial tasks
• Quality of meeting coordination and documentation
• Effectiveness of communication and information flow
• Proper management of office resources and records
• Responsiveness to management and staff needs

Deliverables:

• Well-coordinated office operations
• Accurate and timely documentation and records
• Efficient executive support and scheduling
• Organized meetings with clear minutes and follow-ups
• Effective communication across the organization

Working Conditions: Office-based role ( May require extended hours during peak periods or executive engagements).