Internal Services Manager at Phase3 Telecom

Department: Corporate Administration
Reports to: Head, Corporate Administration
Supervises: Office Assistants

Role Summary

• The job holder will oversee general maintenance of the work environment at the Corporate Headquarter and Head Office Annex, coordinate purchase of materials/Office items, and manage the affairs of the front office.

Key Responsibilities
General Office Environment:

• Handles repairs and maintenance of office buildings and other infrastructures.
• Management of all staff accommodation.
• Handle office and space allocation to effectively accommodate all staff.
• Oversee the supervision of cleaners and gardeners towards ensuring a clean and tidy work environment both at the Head office and Head- office annex.
• Handles payment for regulatory bills
• General Office Purchases:
• Engage with vendors on the purchase of all office-related items upon request from user department(s) e.g furniture, cartridges, and deliver same to user departments.
• Review contracts with suppliers/service providers to obtain the best price and value for the business.
• Process purchases, repairs, and maintenance requests for site locations.

Insurance Management:

• Conduct market surveys on product trends.
• Maintain relevant documentation for company assets
• Make claim entries with relevant documentation and follow through to ensure payment within a timeline
• Ensure compliance with all policy requirements

Front Office Functions:

• Create a welcoming ambiance ensuring visitors are comfortable and promptly attended to by relevant officers.
• Maintain a clean and professional work environment.
• Ensure smooth running of operations at the front office working smartly to avoid overcrowding the front area.
• Maintain decorum at the front office at all times avoiding loud conversation and discussion of internal issues.
• Maintain a courteous cordiality with clients/suppliers and visitors to the Company.
• Assign office assistants to escort visitors to relevant offices.
• Ensure general telephone inquiries are answered courteously and professionally; promptly directing enquiries and phone calls to appropriate personnel.
• Takes overall responsibility of renewal fees of utility services e.g PHCN, DSTV etc
• Responsible for Water supplies, Newspaper, Top Card reload e.t.c
• Manage contents of first aid boxes at the front office.
• Process rent payments for all Company occupied property.
• Maintain filing and record-keeping system for the CA department.
• Purchase stationery items and supply same to departments as needs arise.

Others:

• Management of Food vendors and general ambiance of the staff cafeteria.
• Conduct market surveys as well as update the master pricing template and vendor database.

Required Skills:

• Strong verbal and written communication skills
• Problem-solving skills
• Proactivity approach
• Excellent attention to detail
• commercial awareness
• Strong interpersonal skills
• Ability to consult with stakeholders
• Analytical skills
• Good decision-making skills
• Strong negotiation skills
• Strong leadership capabilities