ADMINISTRATIVE ASSISTANT

Job Advertisement: Administrative and Facility Assistant

Company: ACCL

Location: Victoria Island, Lagos.

We are seeking a highly organized and proactive Administrative and Facility Assistant to join our dynamic team at ACCL, a leading organization in architectural services. This role is essential in ensuring the smooth day-to-day operation of our office and maintaining an efficient and safe working environment.

Key Responsibilities

1. organized, correspondences are controlled, archives in and out of the office are maintained.

2. Responsible for developing and implementing office policies by setting up procedures and standards to guide the operation of the office.

3. Responsible for recruiting staff for the office and providing orientation to new employees.

4. Prepare contract/offer letter for new employees.

5. Arrange for staff work tools such as uniforms for junior staff, ID cards, business cards, etc.

6. Responsible for ensuring the operations of the office are within the admin budget.

7. Participate actively in the planning and execution of company events.

8. Arrange logistics for visiting consultants and staff trips such as hotel bookings, transportation, flight reservations, booking meeting rooms, preparing reports, etc.

9. Preparing Admin reports for the annual general meeting.

10. Ensure that refreshments, stationeries, office consumables, and supplies are available for office use at all times.

11. Follow up with birthdays of clients and make arrangements for birthday gifts, e.g., cakes and cards.

12. Monitor and make prompt payment of all subscriptions; this includes annual subscription of individual/office professional memberships, club memberships, HSE, etc.

13. Prepare submission documents such as Request for Proposal/Information (RFP/RFI) documents.

14. Organize the purchase and distribution of Christmas gifts to various clients as well as sending appreciation letters to clients.

15. Manage files of staff and Directors.

16. Monitor and arrange the renewal of all vehicle registration licenses and any other vehicle documentation.

17. Address serious matters of indiscipline by issuing memos and warning letters to staff.

18. Follow up with shipments and ensure the settlement of all payments with shippers.

19. Organize the general cleaning of the office once every month.

20. Follow up on all maintenance contracts.

21. Ensure all insurances and documentation are constantly up to date, e.g., Vehicle, Group Life and Health, HMO.

22. Collate tables on absences, lateness, and leave of staff and pass copies to the accounts department by the end of each month.

23. Supervise maintenance of works to be done in the office.

24. Oversee the maintenance of office equipment such as air conditioners, generators, and photocopiers, ensuring they are in good working condition.

25. Manage the scheduling and oversight of external vendors for facility services such as plumbing, electrical repairs, and pest control.

26. Monitor the functionality of the water supply system, including borehole and water treatment, and ensure timely servicing when required.

27. Ensure compliance with safety regulations in the workplace by conducting regular inspections and addressing facility-related hazards.

28. Create and maintain a preventive maintenance schedule for all critical office facilities to minimize downtime.

29. Track and manage utility bills such as electricity, water, and internet, ensuring timely payments and consistent service delivery.

30. Attend to duties as assigned by the partners/directors of the firm.

• These functions should be handled inclusive of any other administrative job functions as may be assigned by the directors or partners of the firm.

Key Qualifications:

• A Bachelors Degree in Business Administration, Facility Management, or a related field.
• At least 1-2 years of experience in administrative and facility management roles.
• Strong organizational and multitasking skills with keen attention to detail.
• Excellent communication and interpersonal skills.
• Proficiency in Microsoft Office Suite.
• Ability to manage budgets and contracts effectively.
• Problem-solving and decision-making skills.

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How to Apply:

Send your CV to hr@accl.biz

Job Type: Full-time

Pay: From ₦250,000.00 per month

Experience:

• Assistant: 2 years (Preferred)

Application Deadline: 08/02/2025