Administrative Executive at Rapid Facilities Management

Purpose

• The overall responsibility of the Administrative Executive is the management of the day to day operations of the Company. In addition to running the office, must know about standard facilities management practices, and assist in HR duties. This position reports to HR, Compliance and Admin.

Front Desk Duties:

• Attend to visitors in a professional and courteous manner
• Ensure both internal and external customers sign in and out
• Answer and transfer phone calls to relevant staff or department
• Open and forward messages/mails to relevant department/staff
• Maintain reception area clean and organized

Administrative Duties:

• Assist in HR duties
• Responsible for managing the office environment and overseeing the duties of the Cleaner and security
• Order and stock office supplies
• Maintenance of company vehicle records and creating files for new vehicles
• Renewal of all company vehicles documents such as vehicle license, LASAA, insurance, LGA papers, Road Worthiness etc and replacing old documents with new in respective vehicles
• In charge of stock keeping and re-ordering of consumables such as water, drinks, stationery and general office supplies
• Maintain the general filing system and file all correspondence
• Arrange and co-ordinate meetings and events
• Record, transcribe and distribute minutes of meetings
• Ensure the utilities payments are paid as at when due (Electricity, LAWMA, phone bill etc)
• Ensuring smooth running of telecommunications, internet
• Coordinate the repair and maintenance of office equipment
• Liaise with internal staff at all levels
• Manage attendance register
• Perform basic data entry when needed
• Distribution of branded items
• Various other activities towards the furtherance of the company

Job Specification
Key Competencies:

• Can manage time effectively and is a good multi-tasker
• Exhibits strong leadership and management skills
• Possesses strong business ethics and the ability to practice discretion.
• Has superior organizational skills and effective problem solving skills.

Educational Qualification

• Minimum of National Diploma
• Previous work experience as an Admin personnel will be an advantage
• Must be able to drive and own a valid drivers’ license