Administrative Assistant at Elizabeth Maddeux

Role Overview

• We are seeking a reliable and resourceful Administrative Assistant to support the day-to-day operational and logistical needs of our office.
• This role is especially focused on managing tools, equipment, vendor coordination, office supplies, and general facility upkeep. 
• The ideal candidate will be proactive, organized, and capable of managing multiple administrative functions that ensure a well-run and efficient work environment.

Key Responsibilities

• Maintain and monitor all office tools and equipment, ensuring they are properly assigned, functional, and well-maintained, including coordinating servicing or repairs when needed.
• Track the usage, location, and condition of assets such as laptops, printers, projectors, and communication tools, updating logs and asset registers accordingly.
• Oversee inventory of office supplies and consumables, conduct regular stock checks, forecast needs, and initiate timely reordering to avoid shortages or overstocking.
• Serve as the primary point of contact for all vendors and service providers including equipment suppliers, courier services, utility companies, janitorial teams, and maintenance contractors.
• Handle procurement processes by sourcing vendors, obtaining quotations, negotiating prices, raising purchase orders, and following up on deliveries and invoices.
• Coordinate and schedule routine servicing or maintenance for office equipment and infrastructure (e.g., air conditioning, lighting, plumbing) and ensure minimal disruption to office operations.
• Support facility management by ensuring that the workplace remains clean, safe, and well-organized at all times, including monitoring cleanliness of shared spaces, and following up on repairs or safety concerns.
• Maintain accurate and up-to-date records of vendor agreements, service level terms, contract expiration dates, and payment schedules, and alert management when renewals or reviews are due.
• Assist with workstation setups, internal office moves, equipment tagging, and ensuring new hires have the necessary tools and supplies upon arrival.
• Participate in emergency readiness, safety compliance, and basic first-aid or equipment safety initiatives within the office, ensuring supplies like fire extinguishers or first-aid kits are regularly checked and restocked.
• Provide general administrative support as needed, including filing, documentation, supporting audits, handling minor office errands, and assisting in the preparation of reports or presentations related to office operations.
• Maintain a responsive and professional relationship with all internal teams and external partners to ensure smooth and uninterrupted business support functions.

Requirements

• HND or B.Sc Degree in Administration, Secretarial Studies, or a related field.
• Minimum 2 years of relevant experience in administrative support, office coordination, or facilities operations.
• Strong organizational skills and the ability to manage multiple priorities effectively.
• Proficiency in Microsoft Office (Word, Excel, Outlook); familiarity with inventory or asset tracking systems is a plus.
• Good understanding of office tools, basic troubleshooting, and the ability to follow up on technical or maintenance issues.
• Strong communication and interpersonal skills, especially in vendor negotiation and service coordination.
• Ability to work independently, exercise good judgment, and demonstrate a proactive approach to problem-solving.