Admin Officer at ExCare Services Limited

Role Summary

• The Admin & Facility Officer is responsible for overseeing the organisation’s administrative operations and ensuring that all facilities across branches are well maintained, safe, and fully functional.
• The role ensures efficient coordination and support of office operations, vendor services, facility maintenance, and support services required for smooth day-to-day operations.
• The position plays a key role in maintaining a professional work environment, coordinating facility-related services, managing operational supplies, and ensuring compliance with company standards and regulatory requirements.

Key Responsibilities

• Coordinate day-to-day administrative activities to ensure smooth functioning of the office and pharmacy branches.
• Support the supervision and coordination of support staff, including janitors, security personnel, and office assistants, including monitoring attendance and work schedules.
• Monitor facility conditions across branches and coordinate maintenance, repairs, and inspections to ensure clean, safe, and functional work environments.
• Liaise with vendors and service providers such as cleaning companies, security services, and maintenance contractors to ensure services are delivered as scheduled.
• Assist with the procurement and monitoring of office and operational supplies, ensuring availability of materials required for daily operations.
• Coordinate weekly management meetings and general staff meetings, including preparing and circulating meeting minutes and follow-up action points.
• Maintain administrative records relating to facility operations, vendor services, and office activities.
• Support staff welfare coordination, interview logistics, and administrative arrangements for prospective candidates and new hires.
• Assist with monitoring compliance with workplace safety standards, company policies, and facility procedures.
• Provide administrative and logistical support to management and operational teams to ensure efficient branch operations.

Key Requirements

• HND / B.Sc. Degree in Business Administration, Facility Management, Public Administration, or a related discipline.
• 2–4 years relevant experience in administration, facility coordination, or operations support, preferably within a healthcare, retail, or multi-branch environment.
• Experience coordinating or working with support staff such as janitors, security personnel, and office assistants.
• Basic experience liaising with vendors and service providers for facility maintenance, cleaning, security, or office logistics.
• Strong organisational and coordination skills with the ability to manage multiple administrative tasks and support branch operations effectively.
• Good communication and documentation skills, including preparing reports, meeting minutes, and administrative records.
• High level of attention to detail, accountability, and problem-solving ability.
• Proficiency in Microsoft Office tools (Word, Excel, and email communication) and general administrative documentation systems.