Administrative Manager (Facilities & Fleet) at Jotna Nigeria Limited

Job Summary

• The Administrative Manager is the first point of contact for all staff on facilities, fleet and administrative matters.
• The Administrative Manager is responsible for creating an engaging office environment and positive interactions with all staff.
• He/she works actively, internally and externally with the out-source vendors to ensure that the organization’s facilities and fleet are well managed, issues resolved timely with zero escalations.
• Ultimately, the Administrative Manager is responsible for assuring that the organization has the administrative support necessary to conduct its business and fulfill its mission.

Responsibilities
Facilities Management:

• Oversee facilities services, maintenance activities and tradespersons (e.g. electricians, vendors etc.)
• Planning and coordinating all installations and refurbishments
• Managing the upkeep of equipment and supplies to meet health and safety standards
• Inspecting buildings’ structures to determine the need for repairs or renovations
• Allocate office space according to needs
• Organize and supervise other office activities (recycling, renovations, event planning etc.)
• Manage staff accommodations and guest houses.
• Ensure maintenance of the private residence of staff
• Ensure all repairs, supplies etc. are done within the schedule
• Ensure zero escalation of issues.

Fleet Management:

• Schedule maintenance and repairs on vehicles.
• Maintain departmental compliance with company policies and procedures.
• Schedule, route, maintain, and track transport vehicles.
• Develop a strategy for decreasing vehicle cost
• Encourage drivers to create the most efficient routes
• Create reports of driver's effectiveness
• Follow all vehicle regulations and laws
• Ensure timely vehicle allocation to applicable staff
• Ensure staff issues regarding official vehicles and drivers are addressed and resolved within SLA.

Compliance & Controllership:

• Ensure compliance with all internal and local legislative requirements.
• Drive compliance within processes and ensure process controls are in place as appropriate.

General Administration:

• Supervising day-to-day operations of the administrative department.
• Plan and coordinate administrative procedures and systems and devise ways to streamline processes.
• Ensuring the office is stocked with necessary supplies and all equipment is working and properly maintained.
• Working with the accounting and management team to set budgets, monitor spending, and process payroll and other expenses.
• Ensure the smooth and adequate flow of information within the company to facilitate other business operations.
• Manage schedules and deadlines.
• Monitor inventory of office supplies and the purchasing of new material with attention to budgetary constraints. • Monitor costs and expenses to assist in budget preparation.
• Keep abreast with all organizational changes and business developments.

Relationship Management:

• Ensure that customer requirements are delivered within the agreed SLAs and timelines.
• Manage the relationship between Jotna and 3rd party suppliers/vendors to ensure excellent service delivery to all customers.
• Maintain knowledge of the operating environment and liaise with key stakeholders to keep abreast of business activities/needs in an effort to identify opportunities to support business needs.
• Develop strong working relationships with the Facility/Fleet Management community, ensuring effective communication and early identification of requirements and service issues, including follow-up on complaints.
• Measure customer satisfaction, and develop an action plan to mitigate any operational risks or to resolve escalated issues.

Requirements

• Graduate degree & Professional. Procurement course/certification. MBA/M.Sc
• 8 years At least 5 years in a similar role Manufacturing/FMCG/Food & Beverage or Facilities Management experience, preferred FMCG/Manufacturing.
• Should have managed company Facilities & Fleet.
• SAP Knowledge is a MUST