Admin Manager at Dentsu Nigeria

JOB SUMMARY:

The Admin and Facilities Management role involves coordinating administrative tasks and managing facility services to ensure a smooth operation of daily activities. The role requires excellent organizational skills and the ability to handle multiple responsibilities, ensuring the workplace is safe, efficient, and conducive to productivity.

JOB DESCRIPTION:

ADMIN FUNCTION

• Manage office supplies inventory and place orders as needed.
• Coordinate and supervise maintenance and repair activities.
• Ensure compliance with health and safety regulations.
• Handle logistics for company events and meetings.
• Supervise and support the administrative staff.

FACILITY MANAGEMENT 

• Ensure work environment is always clean and professional.
• Ensure that the facility is fully operational with all utilities functioning properly.
• Perform daily inspections and identify and address issues to ensure a clean and safe work environment for staff members.
• Ensure proper maintenance of firms’ assets (properties, office appliances, equipment etc)
• Coordinate and schedule equipment and building repairs, installations, and maintenance work with vendors and appropriate in-house staff.
• Manage unplanned maintenance, repair and recovery for the facility as required within the shortest possible time.
• Follow-up on timelines to ensure periodic services such as generator and elevator servicing, facility
• Energy management: ensure adherence to managing energy sources – turning off lights, putting off equipment, and use of inverter to the firm’s advantage.
• Assist with and coordinate internal office and furniture moves
• Assist with special projects related to office facilities, including office construction and refurbishments and vendor biding processes.
• Maintain and update fire safety policy as well as HSE policies which are to be communicated to staff and new employees, interns at all times.
• Manage and ensure routine fumigation of offices across the Offices.
• Ensure that basic facilities, such as water, sewer and waste are well maintained
• Prepare weekly report of facility activities.

VENDOR MANAGEMENT

• Manage an updated list of vendors, price negotiations and agreements.
• Monitor and ensure that agreed work by staff or contactors are completed satisfactorily and
• follow up on any deficiencies.
• Process vendor invoices.
• Perform other duties as assigned.

JOB QUALIFICATION:

• A degree in business administration, Facility Management, or related field.
• 3-5 years of experience in administrative or facility management roles.
• Strong understanding of office management processes.
• Familiarity with health and safety standards.