Front Desk Officer / Operations Assistant at Ibadan Business School

Role Summary

• The Front Desk Officer / Operations Assistant serves as the first point of contact for Ibadan Business School (IBS) and provides essential administrative, operational, and client relationship support.
• The role involves managing front desk activities, supporting office systems and documentation, assisting programme coordination and reporting, and contributing to marketing and client engagement efforts—especially for IBS trainings and project-related activities.

Key Responsibilities
Front Desk & Office Administration:

• Welcome and attend to walk-in clients professionally, provide accurate information, and direct enquiries appropriately.
• Receive and manage incoming calls, take messages, and route requests to relevant officers.
• Schedule appointments as approved by the President and ensure adherence to the schedule.
• Verify identification and sign in guests in line with management guidance.
• Receive, log, distribute, and dispatch mails and documents; coordinate pickups and deliveries.
• Maintain accurate registers (attendance, movement logbooks, incoming/outgoing document records) and submit weekly summaries.
• Track and record generator usage and other operational logs as assigned.
• Ensure complaints and concerns are handled promptly and escalated when necessary.
• Stay informed about relevant opportunities/signage and communicate requirements to management.
• Assist with preparing and sending Calls for Nominations (CFNs) for IBS programmes.

Secretarial & Systems Support:

• Prepare computer systems and office equipment for daily operations (printers, documents, templates, files).
• Troubleshoot basic system/equipment issues, document faults in a logbook, and escalate repairs appropriately.
• Support users with basic administrative and system-related requests.
• Maintain strict confidentiality of official information and protect the school’s image and integrity.
• Support Operations with training documentation, records, modules preparation, and other assigned administrative tasks.

Marketing & Client Relationship Support:

• Support marketing of IBS programmes to public sector institutions, donor-assisted projects, and private sector clients.
• Help implement outreach plans, identify potential clients, and maintain client engagement records.
• Support relationship management activities, including communication, follow-ups, and responding to enquiries.
• Assist in monitoring outreach performance toward monthly participant and revenue targets.
• Contribute to market scanning and identification of new opportunities and prospective clients.

Operations / Project Support:

• Support the planning and delivery of IBS programmes and field activities when required.
• Assist with stakeholder engagement, advocacy, mobilization, and coordination meetings.
• Prepare workplans, activity schedules, stakeholder databases, and resource tracking documents.
• Maintain accurate records for programme activities and generate timely reports (daily/weekly/monthly).
• Document lessons learned and best practices for future programme improvement.
• Carry out other duties as assigned by the President/CEO or authorised representatives.

Qualifications

• Minimum of B.Sc. in Administration, Social Sciences, Management, or related field.
• Previous experience in front desk, administrative support, operations, or customer service is an advantage.

Required Skills & Competencies:

• Strong communication and interpersonal skills; professional front desk etiquette.
• Excellent organisation, attention to detail, and record-keeping ability.
• Proficiency in Microsoft Office tools (Word, Excel, PowerPoint) and email communication.
• Ability to handle multiple tasks, prioritise effectively, and meet deadlines.
• Basic troubleshooting ability for office equipment and routine system issues.
• Confidentiality, integrity, and strong sense of responsibility.
• Willingness to support marketing/outreach and occasional field/project activities.