Admin Officer, Retail at Matrix Energy Group

Job Purpose: 

To provide adequate administrative support to the Retail business unit of the organization and ensure the effective use and availability of the 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 closeout of all insurance claims, usually within 7 days.
• Maintain accurate records of company documents, contracts, and correspondence.
• Ensure adequate records of the retail and overall company assets are kept.
• Organize and manage company files and databases, ensuring confidentiality.
• 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 the collation of 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 and hotel accommodation for both regular staff and ad hoc employees with the required approvals.
• Supervise the clearing process of imported items and ensure the availability of items.
• 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.

QUALIFICATION AND SKILL REQUIREMENTS

• OND degree in any social sciences course, or an office management related field.
• At least 2 years experience in an administrative role.
• 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.
• Ability to work with staff at all levels in the organization, including security personnel and drivers.