Administrative Officer at Vestates Limited

Job Summary

• The Admin Officer provides essential administrative support to the Senior Admin Manager and ensures smooth day-to-day office operations. This role involves drafting correspondence, managing documentation, coordinating vehicle usage, maintaining office supplies, and assisting with communication and event management.

Key Responsibilities

• Draft offer letters, invoices, and various official letters and notices.
• Review tenancy, sales, property management, and other agreements.
• Correspond professionally with clients and prospective clients.
• Establish and maintain a thorough documentation and filing system.
• Receive and process fund requests, maintaining detailed and accurate expense records.
• Coordinate and oversee the smooth operation of the company’s carpool, including drivers and vehicles, in collaboration with the Front Desk Officer.
• Supervise the Front Desk Officer in maintaining accurate vehicle usage logs, fuel consumption records, and movement schedules.
• Ensure all vehicle documentation (licenses, insurance, etc.) are valid, up to date, and properly filed.
• Review and approve the driver roster prepared by the Front Desk Officer to ensure efficient service delivery and coverage.
• Monitor and report on vehicle performance, maintenance needs, and related expenses to the Senior Admin Manager.
• Maintain a reliable inventory of office consumables.
• Monitor office stock levels and place orders as necessary.
• Prepare regular reports on office supply expenses and budgets.
• Maintain an accurate inventory management system.
• Conduct quarterly market price surveys to ensure value for money in procurement.
• Oversee office cleanliness and ensure that external areas (lawns, gardens, walkways, parking areas) and office interiors are well maintained.
• Supervise the Front Desk Officer to ensure guests are professionally welcomed and directed.
• Oversee the successful management of incoming calls, mail, and packages handled by the Front Desk Officer
• Schedule and coordinate internal appointments, meetings, and conference room bookings.
• Initiate and/or support the planning and coordination of company events and meetings.
• Prepare outgoing mail, draft correspondences, properly receive written correspondences, and manage correspondence/parcel dispatches when necessary.
• Adapt to reasonable changes or additions to duties as communicated.

Qualifications

• Bachelor’s degree or HND in Business Administration, Office Management, or related field preferred.
• Minimum of 3 years’ experience in an administrative role, preferably in property management or a corporate environment.
• Familiarity with property management documentation and processes is advantageous.

Skills & Competencies:

• Strong organizational and multitasking skills with excellent attention to detail.
• Effective written and verbal communication abilities.
• Proficiency in Microsoft Office (Word, Excel, Outlook).
• Ability to maintain confidentiality and handle sensitive information discreetly.
• Good interpersonal skills and customer-service orientation.
• Strong time management and prioritization capabilities.
• Ability to work independently and collaboratively within a team.
• Proactive problem-solving skills.