Office Administrator - Sofia Labs

POSITION

Office Administrator

BUSINESS UNIT

Sofia Labs (Diagnostic Network)

REPORTS TO

Lab Manager / Operations Director

LOCATION

Sofia Labs Flagship, Ikeja, Lagos, Nigeria

EMPLOYMENT TYPE

Full-Time, Permanent

WORKING HOURS

Monday – Friday, 8:00 AM – 5:00 PM

COMPENSATION

Competitive base salary + HMO + pension + performance bonus

Position Summary

The Office Administrator is the first point of contact for patients, partners and walk-in clients at Sofia Labs. This role is the operational heart of the lab — responsible for front-desk hospitality, patient registration, scheduling, document management, vendor coordination, and seamless communication between clinical and non-clinical teams.

The ideal candidate is poised, organized, and tech-comfortable. They take pride in creating a calm, professional environment where patients feel cared for and clinicians have the support they need to focus on quality results.

Key Responsibilities

Patient Reception & Front-Desk Operations

•        Welcome patients warmly, register new arrivals in the Sofia Central system, and verify referral details and insurance/HMO information.

•        Coordinate appointment scheduling, manage walk-ins, and ensure timely flow from check-in to specimen collection.

•        Receive payments via cash, POS, transfer or HMO authorization; issue receipts and reconcile daily takings with finance.

•        Handle phone, email and WhatsApp enquiries professionally; route clinical questions to the appropriate technologist.

Documentation & Records Management

•        Maintain accurate digital and physical records: patient consent forms, requisitions, result acknowledgements and HMO documentation.

•        Ensure all records comply with NDPR, MLSCN and ISO 13485 documentation standards.

•        Prepare and dispatch result reports (printed and electronic) within turnaround-time commitments.

Office & Vendor Coordination

•        Manage stationery, consumables and general office supply ordering and reorder thresholds.

•        Liaise with cleaning, security, courier and equipment-maintenance vendors; track service-level agreements.

•        Coordinate meeting logistics, travel arrangements, and visitor management for clinicians and partners.

Cross-Functional Support

•        Support the Lab Manager with daily operational checklists, shift handover summaries, and incident logs.

•        Collaborate with the marketing team on community-screening events and corporate-wellness bookings.

•        Maintain the noticeboard, patient leaflets, and promotional materials in the reception area.

Required Qualifications

Education & Certifications

•        Bachelor's degree (HND or BSc) in Business Administration, Office Management, Health Management, Mass Communication, or a related field.

•        Proof of NYSC completion (or exemption) for Nigerian applicants.

Experience

•        Minimum 2 years of experience as a receptionist, administrator or front-desk officer — ideally in a healthcare, hospital, lab or HMO setting.

•        Hands-on familiarity with electronic medical records, hospital management systems, or scheduling software.

Technical & Functional Skills

•        Proficient in Microsoft Office (Word, Excel, Outlook) and Google Workspace.

•        Comfortable using EHR/EHMS platforms (Sofia Central training will be provided).

•        Excellent written and spoken English; conversational Yoruba, Pidgin or Hausa is an advantage.

•        Numerate; able to handle cash, POS, transfers and HMO billing accurately.

Behavioral Competencies

•        Warm, professional bearing — patients should feel reassured the moment they walk in.

•        Calm under pressure; able to manage queues and difficult conversations diplomatically.

•        Highly organized; thrives on routine and detailed checklists.

•        Discreet and trustworthy; understands the gravity of medical confidentiality.

Preferred Qualifications

•        Prior exposure to NAFDAC, MLSCN or ISO 13485 documentation requirements.

•        Basic phlebotomy or healthcare-customer-service certification.

•        Experience working with HMOs (Avon, Hygeia, AIICO, etc.) on authorization and billing workflows.

Performance Indicators

Performance in this role will be measured against the following indicators:

•        Patient satisfaction score (post-visit survey) of 4.5/5 or higher.

•        Less than 2% billing reconciliation discrepancy at month-end.

•        100% adherence to result-dispatch turnaround commitments.

•        Zero confidentiality or NDPR breach incidents.

Working Conditions & Compensation

Environment: Air-conditioned, professional clinical office. Standing and seated work; occasional lifting of supplies up to 10 kg.

Schedule: Standard 6-day work week with rotational Saturday shifts. One paid weekday off.

Benefits: HMO coverage for self + dependents, statutory pension, paid annual leave, performance bonus, professional development allowance.

Probation: 3 months, with formal review at month 3 and confirmation thereafter.

How to Apply

Qualified candidates should send a current CV and a brief cover letter to HR@sofiamatics.com. Please use the position title in the email subject line.

Sofiamatics is an equal-opportunity employer. We welcome applications from all qualified candidates regardless of gender, religion, ethnicity or disability status. Only shortlisted candidates will be contacted.

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