Title : Administrative & Facilities Manager Location : Lagos Alfred & Victoria Associates
Job Summary & Purpose
The office of the Administrative & Facilities Manager is established to coordinate the Firm’s administrative requirements;
Oversee the care and maintenance of the Firm’s facilities and equipments; and ensure that the Firm’s offices are consistently conducive work environments for all members of staff.
Serve as the contact person for various office related concerns including : office bills processing and payment, vendor management, office facilities and equipments maintenances (servicing, repairs and replacements).
Provide support to the offices in Abuja & Port Harcourt, by obtaining approvals for various office related expenses such as repairs, maintenances, purchases, and bills payment.
Supervise the office assistants to ensure that the offices in Lagos are thoroughly and regularly cleaned.
Co-ordinate intra-office movements.
Manage the office supplies stock (provisions, stationery and other necessary items), and place orders when stock is low.
Plan and manage facility central services such as reception, security, cleaning, catering, waste disposal and parking.
Maintain an up-to-date inventory, and usage history of office stationery, provisions, and every item bought for the office.
Monitor office equipment and arrange for repairs as necessary.
Manage relationships with the firm’s vendors and suppliers.
Negotiate cost estimates with vendors and seek the best value per price for the firm, by engaging with multiple suppliers before recommending a preferred vendor.
Ensure that all items delivered, and services rendered to the Firm, are invoiced and paid on time.
Book transport and accommodation arrangements for members of staff on official duty.
Provide support to in-house or off-site activities for the firm, such as parties, celebrations, etc.
Maintain and update a database of the Firm’s vendors.
Develop procedures / checklists and guides to set standards in the Admin & Facilities function.
Implement and maintain the standards defined in the Admin processes and procedures / checklist
Organise the firm’s filing system for administrative files.
Oversee building projects, renovations or refurbishments.
Maintain an up to date record of all invoices, memos and receipts processed
Develop and update office management policies as required.
Conduct analyses on office expenses and submit to supervisor on a regular basis
Prepare regular report on office expenses and maintenance / repairs history.
Prepare and analyse regular reports and reviews of facility-related budgets, finances, contracts, expenditures and purchases.
Key Performance Indicator ( KPIs) :
Administration effectiveness in planning, organising and efficiently handling activities required and complying with instructions.
percentage delegated admin tasks that did not require rework / follow-up; task completion ratio)
Communication effectiveness in providing relevant and timely information to the Firm’s management.
Responsiveness responsiveness in completing job tasks in a timely manner.
Percentage admin tasks performed on time; average time to procure).
Academic Qualification : A relevant Bachelor’s and / or Master’s Degree
Professional Qualification : British Institute of Facilities Management (BIFM) or Institute of Leadership & Management (ILM) is an additional advantage.
Experience : A minimum of 4 years industry experience
Key Skills :
Ability to multi-task and prioritise work.
Good time management skills.
Attention to detail.
Proficiency in Ms Excel.
Strong organisational and planning skills.
Reliability and discretion.
Communication, negotiation and relationship-building skills.
Initiative and judgment.
Good business writing skills.