Administrator at Voltaire Lifestyle Services Limited

Job Purpose

• The Administrative Officer is responsible for ensuring the smooth and efficient day-to-day operations of the organisation’s administrative functions.
• The role focuses on maintaining an organised work environment, managing vendors and office supplies, ensuring effective communication flow, coordinating company policies and procedures, and supporting general office efficiency and compliance.

Key Responsibilities

• Manage all administrative functions of the Club & Gaby Lagos including stationery management, ordering membership packages, printing, maintenance of office equipment (including laptops, phones, printers, water dispensers).
• OneDrive Folder Management: Administrator is responsible for keeping VLSL’s shared General Folder tidy, up to date, sequential and chronological.
• Manage relevant vendor contracts and relationships, negotiating pricing and ensuring contract compliance, insurance renewal and claims, and admin budget tracking.
• Stay up-to-date on industry trends and best practices, sharing ideas with the Management and staff in order to improve the quality of service provided by the club.
• Record-keeping: The Administrator is the keeper of all records, meeting minutes, and other important documents; letters in and out, letter chrono etc.
• Assist with organising staff events, training sessions, team bonding activities and internal meetings.
• Policy development and implementation: Administrator will develop policies and procedures that guide the organisation's Admin operations and ensure compliance with regulations.
• SOPs & Policy management: Administrator will help coordinate company’s policy folder, ensuring departmental policies are up to date and reviewed annually.
• Resource management: The Administrator is responsible for managing organisational resources, such as equipment and supplies, efficiently and effectively.
• Prepare and submit weekly activity and administrative reports for Management.
• Liaise with department heads to support cross-functional communication and resource needs.
• Monitor internal policy compliance and updates.
• Prepare and submit weekly activity reports for Management
• Perform any other duties as assigned.

Key Performance Indicators (KPIs)

• Accuracy and timeliness of company record maintenance
• Monthly administrative budget tracking and cost savings
• Internal stakeholder satisfaction with admin support
• Timely submission of weekly reports
• Reduction in equipment downtime and supply gaps

Education and Work Experience

• A minimum of Bachelor’s Degree in Business Administration, or a related field.
• 4–6 years of experience in administrative roles, preferably within the hospitality or service industry.
• Professional certifications are an added advantage.

Skills and Competencies:

• Excellent organisational and multitasking skills
• Strong verbal and written communication abilities
• High attention to detail and accuracy
• Proficiency in Microsoft Office Suite
• Confidentiality and discretion in handling sensitive data
• Ability to work under pressure and adapt to changing priorities
• Strong interpersonal skills and the ability to liaise with stakeholders at all levels