Admin Officer at Matrix Energy Group

Job Description

• To provide quality administrative support to staff and ensure the effective use and availability of company’s facilities, working tools and equipment for business and operational performance.

RESPONSIBILITIES AND ACCOUNTABILITIES

• Oversee the day-to-day office operations, including managing schedules, organizing meetings, and coordinating appointments.
• Coordinate the distribution of retail station items upon request.
• Oversee the renewal of vehicle documents and update them on ERP for accurate records.
• Supervise maintenance activities for retail pool cars and generators.
• Ensure all company assets including filling stations and depots are insured and valid all the time.
• Ensure the prompt close out of all insurance claims, usually within 7 days.
• Maintain accurate records of company documents, contracts, and correspondence.
• Ensure adequate records of company assets are kept.
• Organize and manage company files and databases, ensuring confidentiality and security.
• Assist in organizing company events, conferences, and meetings.
• Liaise with vendors and suppliers for office-related services and supplies, negotiate contracts, review invoices, and ensure timely repayments,
• Interface with various departments and staff to facilitate internal documents required for insurance claims.
• Assist in compliance activities, ensuring adherence to regulatory requirements and company policies.
• Manage the end-to-end process of flight ticket bookings for both regular staff and ad hoc employees as approved by the Group Head, Support Services.
• Supervise the clearing process of imported items and ensure availability.
• Ensure the visitor register at the security gate is cross-checked with the reception register, highlighting any omissions or discrepancies.
• Negotiate contracts, review invoices, and ensure timely payments.
• Prepare reports and presentations as required, summarizing administrative activities and achievements.
• Carry out any other assigned duties as assigned by the Line manager.

Requirements

QUALIFICATION AND SKILL REQUIREMENTS

• OND degree in social sciences, or a management related field.
• 2 years of experience in an administrative role within the oil and gas industry preferred.
• Proficiency in Microsoft Office Suite and office management software.
• Strong organizational and multitasking abilities.
• Excellent communication and interpersonal skills.
• Attention to detail and a proactive approach to problem-solving.