Facility and Fleet Officer at Jotna Nigeria Limited

Location: Coker, Lagos

Reports To: Administrative Manager

Job Summary

• The Facility and Fleet Officer will be accountable for delivering and achieving effective administrative agenda as a strategic input to the Group's business operation. The Facility and Fleet Officer will be responsible for facilities, fleet and administrative matters. 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 Facility and Fleet Officer is responsible for assuring that the organization has the administrative support necessary to conduct its business and fulfill its mission.

Major Responsibilities
Facility Maintenance:

• Ensure the management and upkeep of equipment and supplies to meet health and safety standards.
• Assist in inspecting buildings’ structures to determine the need for repairs or renovations.
• Get involved in recycling, renovations, event planning etc. of office activities.
• Assist the Administrative Manager in managing the staff accommodations and guest houses.
• Ensure all repairs, supplies etc. are done within schedule.
• Ensure zero escalation of issues.

Fleet Maintenance:

• Assist the Administrative Manager in scheduling maintenance and repairs on vehicles.
• Submission of Fuel Card schedule for approval on or before 25th of each month.
• Perform vehicle license registration and documentation as well as renewal of same.
• Schedule, route, maintain, and track transport vehicles.
• Ensure fleet availability to meet all requests by the company.
• Create reports of driver's effectiveness.
• Follow all vehicle regulations and laws.
• Assist the Administrative Manager to ensure timely vehicle allocation to applicable staff.
• Assist the Administrative Manager to ensure staff issues regarding official vehicles and drivers are addressed and resolved within SLA.

Compliance:

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

Administration:

• Supervising day-to-day operations of the administrative department.
• Plan and coordinate administrative procedures and systems and devise ways to streamline processes.
• Ensuring office is stocked with necessary supplies and all equipment is working and properly maintained.
• Working with accounting and management team to set budgets, monitor spending, and processing 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:

• Assist the Administrative Manager to ensure that customer requirements are delivered within the agreed SLAs and timelines.
• Maintain knowledge of operating environment and liaise with key stakeholders to keep abreast of business activities.
• Develop strong working relationship 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, develop action plan to mitigate any operational risks or to resolve escalated issues.

Requirement

• Interested candidates should possess a Bachelor's Degree in relevant fields.