Administrative Officer (Admin Officer) at Nextzon Business Services Limited

Reports To: Head of Finance & Administration

Nextzon Business Services Limited is seeking a highly organized, proactive, and detail-oriented Administrative Officer (Admin Officer) to support the smooth and uninterrupted operations of the company.

The successful candidate will be responsible for overseeing office administration, facilities management, logistics coordination, vendor supervision, and general administrative support across the organization. This role is critical to ensuring that company facilities, assets, and support services are efficiently managed to enable optimal business performance.

Job Objectives

• Provide regular, efficient, and uninterrupted administrative services to support business operations.
• Ensure the effective management, maintenance, and optimal use of company facilities, assets, and properties.

Key Roles & Responsibilities

Office Administration & Facilities Management

• Monitor and maintain office equipment; initiate procurement of replacement items where necessary.
• Schedule and supervise repairs and maintenance of air conditioners, furniture, lighting systems, plumbing, and other office facilities.
• Process and monitor utility bills and related service payments.
• Coordinate general building maintenance and upgrades, including HVAC, security systems, painting, carpet cleaning, and other facility-related works.

Logistics & Operational Support

• Provide administrative support to department heads, staff, and the CEO as required.
• Prepare and coordinate travel arrangements for staff and management, including logistics and expense documentation.
• Ensure proper disposal of office waste and coordinate payment of related services.
• Assist other departments (Finance, HR, and Operations) with administrative and clerical support when required.

Generator & Utilities Management

• Oversee the management and maintenance of the KVA generator.
• Maintain accurate records of generator operating hours and diesel usage.
• Schedule routine servicing and repairs to ensure uninterrupted power supply.

Vendor & Security Supervision

• Supervise third-party vendors and service providers, ensuring compliance with contractual terms and company standards.
• Prepare administrative memos and monitor vendor invoices for accuracy and approval.
• Supervise security personnel and ensure adherence to security protocols.

Financial & Reporting Responsibilities

• Submit and reconcile all administrative and logistics-related expenses.
• Make bank lodgments and effect bank transfers as directed by the Head of Finance.
• Prepare and present Monthly Administrative & Logistics Reports to the Head of Finance & Administration.
• Perform any other duties as may be assigned by the Head of Finance & Administration.

Key Performance Indicators (KPIs)

• Zero or minimal downtime in logistics and administrative functions.
• Operational efficiency of office equipment, facilities, and infrastructure.
• Proactiveness in identifying and resolving facilities-related issues.
• Turnaround time in addressing amenities and facility concerns.
• Cost savings achieved through effective vendor and maintenance management.
• At least 70% optimal functionality of all office facilities at all times.
• Percentage of staff satisfaction with administrative support services.

Required Skills & Competencies

Skills & Knowledge

• Excellent written and verbal communication skills.
• Strong time management and prioritization abilities.
• Ability to work effectively in a fast-paced, multi-tasking environment.
• Strong organizational and record-keeping skills.
• Ability to manage confidential information with discretion.
• Self-motivated and able to work with minimal supervision.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint); calendar and schedule management is essential.
• Willingness to learn, adapt, and grow with the organization.

Attributes

• Strong leadership and coordination skills.
• Proactive and solution-oriented decision-maker.
• High level of tact, diplomacy, and professionalism.
• Excellent multitasking ability and deadline orientation.
• Effective communicator and calm crisis manager.

Experience & Qualifications

• Minimum of 4 years post-graduation experience, with at least 2 years in a similar administrative or office management role.
• A good first degree in Business Administration, Humanities, Sciences, or Social Sciences.
• A postgraduate degree or professional certification in office or facilities management is an added advantage.

Remuneration

₦100,000 – ₦180,000 monthly