Admin and Facilities Coordinator at Masha Music School

Job Summary: The Admin and Facilities Coordinator plays a key operational role at Masha Music Academy, responsible for supplies and inventory management, vendor coordination, school event planning and budgeting, and facilities oversight — including staff supervision, equipment maintenance, and general upkeep of the premises. This role also handles limited financial functions including petty cash management. The ideal candidate is organized, dependable, proactive, and capable of managing multiple operational priorities with strong attention to detail.

Key Responsibilities:

Administrative Support:

• Maintain and organize filing systems for facilities-related records, vendor contracts, maintenance logs, and event documentation.
• Coordinate scheduling and logistics for internal meetings, staff activities, and facility-related appointments.
• Manage and track office, cleaning, and general supplies inventory; place orders and ensure adequate stock levels at all times.
• Manage company-related vendor relationships, including sourcing, onboarding, and ongoing coordination of service providers and contractors.
• Plan, coordinate, and manage school events both on-site and at external venues, including logistics, setup, and post-event wrap-up.
• Develop and manage budgets for school events; track expenditures and provide post-event financial summaries to management.
• Liaise with external venues, vendors, and partners in support of event execution.

Financial Administration:

• Oversee and maintain the petty cash fund, ensuring proper documentation, disbursement, and reconciliation.
• Conduct bank errands as needed, including deposits, withdrawals, and document submissions for account updates.
• Track and report on petty cash usage and flag discrepancies to management.

Facilities Management and Coordination:

• Directly supervise and manage security guards, cleaning crew, and drivers; oversee their schedules, attendance, and performance.
• Conduct regular facility inspections to identify maintenance needs, safety concerns, and cleanliness standards.
• Manage security protocols, access control systems, keys, locks, and entry procedures.
• Monitor and coordinate maintenance and repairs for generators, air conditioning units, computers, office equipment, and musical instruments.
• Schedule and oversee routine servicing for all equipment; maintain detailed service logs and maintenance records.
• Obtain quotes from contractors and vendors for repairs and maintenance services; coordinate with external technicians and service providers.
• Monitor and address plumbing and electrical issues; oversee painting and facility repairs.
• Check and maintain fire extinguishers and safety equipment; ensure compliance with safety regulations.
• Monitor water supply and storage systems; coordinate with water suppliers as needed.
• Monitor multiple electricity sources and equipment and ensure efficient and cost management; coordinate with Eko Disco, Diesel, and Generator maintenance and repair suppliers as needed.
• Oversee waste management and disposal procedures.
• Manage parking logistics and coordination.
• Provide support for event setup and teardown for events, workshops, performances etc.
• Prepare periodic facilities and maintenance reports and track maintenance expenses.

Qualifications and Experience

• HND or Bachelor’s degree in Business Administration, Facilities Management, or a related field.
• Minimum of 3 years of relevant experience in an administrative, operations, or facilities coordination role.
• Demonstrated proficiency in Microsoft Office Suite, especially Excel and Word.
• Excellent written and verbal communication skills.
• Strong organizational, time-management, and problem-solving skills.
• Experience supervising or coordinating support staff (security, drivers, cleaning crew).
• Basic knowledge of building maintenance, equipment servicing, and facilities operations.
• Ability to work independently and proactively, demonstrating self-accountability.
• High level of discretion and integrity, particularly in handling financial matters.

Key Competencies

• Proactiveness
• Organisation and Time Management
• Event Planning and Coordination
• Supervisory and Leadership Skills
• Problem-Solving
• Adaptability
• Vendor and Contractor Management
• Attention to Detail
• Reliability and Dependability
• Integrity