Operations/Admin Officer

Responsibilities:

• Oversee daily office operations and ensure uninterrupted workflow.
• Manage office supplies, logistics, facility maintenance, vendors, cleaners, and company assets.
  
• Maintain proper filing systems (physical and digital).
  
• Track and maintain inventory and office equipment records.
  
• Support HR tasks such as drafting letters, onboarding documentation, and maintaining staff files.
• Track attendance, leave schedules, and staff records.
  
• Monthly payroll processing
  
• Assist with recruitment processes, inviting candidates, scheduling interviews, and follow-ups.
  
• Communicate policy reminders and support compliance with HR procedures.
  
• Work with project teams (architects, QS, supervisors, marketers) to track workflow and documentation.
• Follow up on activities, approvals, vendor documents, payments, and site reports.
  
• Ensure smooth coordination across all departments to meet deliverables.
  
• Maintain statutory and regulatory documents (CAC documents, vendor agreements, contractor files).
• Ensure internal processes are adhered to.
  
• Support compliance reporting where needed.
• Manage petty cash documentation and expense reports.
  
• Assist procurement: request quotations, prepare comparison sheets, track purchases and payments.
  
• Ensure proper documentation and filing of all financial support records.
• Manage calendars, meetings, and departmental communication.
  
• Prepare memos, minutes of meetings, reports, and simple process documents.
  
• Assist the CEO with weekly operational reports.
• Serve as the first point of contact for internal and external stakeholders.
  
• Handle enquiries, calls, messages, and official communication professionally.
• Prepare weekly operations updates for management.
  
• Report operational issues promptly and suggest possible solutions.

Requirements:

• Strong understanding of office operations, workflow coordination, filing systems, and general administrative processes.
• Ability to draft, organize, and maintain accurate records, reports, memos, and operational documents.
• Working knowledge of basic HR processes (onboarding, documentation, attendance tracking) and operational coordination across departments.
• Ability to handle basic procurement tasks such as sourcing quotes, preparing comparison sheets, tracking expenses, and maintaining petty cash documentation.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint), Google Workspace, email management, and basic data entry/recordkeeping tools.
• Ability to track tasks, timelines, and deliverables for ongoing operational activities and site projects.
• Clear, professional communication both written and verbal with the ability to interact effectively with staff, vendors, clients, and management.
• Highly organized, meticulous, and able to maintain structure across multiple documentation and operational tasks.
• Demonstrates ownership, takes initiative to follow up on tasks, and identifies issues before they escalate.
• Ability to manage competing priorities, meet deadlines, and work efficiently under pressure.
• Analytical and practical thinking skills to propose simple, workable solutions.
• Maintains discretion and professionalism in handling internal documents, staff issues, and sensitive company information.
• Works well across multiple departments and supports teamwork, while being able to function independently with minimal supervision.
• Consistently meets deadlines, reports to work on time, and follows through on assigned tasks without constant supervision.