Office Administrator at Hamilton Lloyd and Associates

Reports to: Managing Partner

Job Summary

• Oversees the entire office administration.

Job Responsibilities

• Business Development, Office Administration & Project Support
• Actively seek and secure new business opportunities for the Healthcare Assist Partners, Analysts and Associates with Project work
• Schedule internal and external Partner appointments as required
• Prepare Project Reports and Presentations using Word, PowerPoint and Excel.
• Organise meetings, teleconferences, book venues, equipment, etc for Project Team.
• Organise travel and accommodation arrangements for Partners, Analysts and Associates.
• Monitor, maintain and update (daily) the company website and databases. Maintain filing and retrieval system for company documents.
• Review and update office policies on a regular basis.
• Maintain company calendar with a schedule of key appointments.
• Book meeting rooms and maintain stock of meeting materials.
• Handle confidential information with discretion.
• Schedule and arrange in-house and external events
• Organise Project Team business travel including visas and accommodation Arrange and supervise provision of refreshments for guests.
• Manage and monitor stock of office supplies to arrange replacement orders.
• Make photocopies, bind documents and presentations, send and receive faxes Line Management of Support Staff (Cleaner, Drivers, Security).

Facility Management:

• Ensure smooth running and impeccable appearance of office.
• Source, manage and verify vendors and service providers.
• Responsible for continual functioning of business and IT systems.
• Guarantee environmental, health and safety standards.
• Ensure uninterrupted utilities function (Water, Electricity, Internet, Telecoms, etc)
• Manage smooth running of Generators, Inverter, Borehole, etc
• Manage small company car fleet

Front Office Receptionist:

• Serve as “the face and voice of the Healthcare”;
• Meet and greet all visitors.
• Answer and direct incoming calls, place outbound calls for members of staff Distribute incoming mail, despatch outgoing mail.
• Handle all deliveries

Office Accounts and Book Keeping:

• Prepare, submit and manage monthly Office Budget
• Retire, submit and file monthly Office Budget accounts
• Liaise with and submit Monthly accounts to Lagos Accountant Prepare and issue Invoices for Project Fees
• Prepare and issue Payment Vouchers for payments
• Prepare and issue Receipts on behalf of the company on invoice payment
• Process claims for travel expenses incurred by the Project Team
• Maintain and monitor financial records relating to travel expenditure.
• Management of the central register for Debtors and Creditors

Person Specification (Extremely Key Requirements)

• Professional presence and appearance
• Excellent interpersonal skills
• Ability to multi-task and work under pressure.
• Attention to detail.
• Ability to use initiative
• Commitment and flexibility to get a job done.
• Motivated and driven.
• Takes ownership of self-development
• Key Skills/Competencies
• Strong organisational skills.
• Outstanding written and verbal communication.
• Excellent computer skills with proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook).
• Confident and assertive individual willing to work independently.

Qualifications

• Good First Degree (First Class or Second Class Upper).

Experience:

• Minimum of 2 years experience with an international organisation.