Office Administrator at Grand Cereals Limited

Function: People & Corporate Services
Reports To: General Services Manager

Purpose Statement

• To provide comprehensive and proactive support to the Lagos Office on a wide range of complex administrative activities whilst prioritizing and taking personal responsibility for all activities undertaken to enhance site effectiveness and a conducive and convenient work environment

Key Accountabilities
Operational/Technical/Professional Results:

• Responsible for managing the Office Supplies Store by maintaining a balanced stock of materials
• Responsible for the management of office repairs, office décor, office maintenance, fumigation and pest control, and landscape/garden management
• Ensure the meeting rooms are well maintained, necessary refreshments are provided and the meeting room is always ready for use.
• Make available refreshments and drinking water at all designated points on time and in full.

Leadership Results:

• Ensure proper planning of store administration activities by preventing stockouts of office supplies.
• Ensure effective communication of daily activities to General Services Manager through verbal communication and formal report writing.
• Supervisory work of all projects in the absence of the General Services Manager
• Coordinate the front office operations, Hotel bookings, telephony services and reception of visitors to GCL Lagos Office.
• Effective supervision of in-coming and out-going mail operations, liaising with external courier/postal services to ensure rendition of service within/above SLAs.

Management Results:

• Maintain acceptable levels of housekeeping by achieving zero-non conformances. Ensures that HSE Standards are fully observed by contractors working on the premises.
• Ensure that the office environment is clean and conducive, with fixtures available, all requests for meeting rooms are met and customers’ expectations are met.
• Ensure that the Office environment is well beautified with necessary interior decorations.

Innovation Results:

• Continually develop new ideas and processes to improve the quality of the departmental reports and physical infrastructures in the GCL Lagos Office.
• Always promulgate new areas of cost savings in office supplies and deliver value for money in this area.
• Populate monthly departmental reports on a defined template for Office supplies and catering services.
• Carry out surveys on refreshment, stationery utilization and generate reports quarterly.

Relationship Results:

• Develop a good and cordial relationship with internal and external customers to effect high-quality service delivery.

 Qualifications

• HND / Bachelor’s Degree from an accredited College or University
• Work experience in a similar role in a leading corporate organization would be an added advantage.

 Knowledge, Skills & Experience:

• Solid secretarial and administrative skills, including excellent verbal and written communication
• Self-starter with strong organizational and time management skills.
• Must be proficient in Microsoft Office, SAP Hana
• High say/do ratio with good attention to details and confidence to use own initiative
• Proactive “can do” work ethics with a flexible approach to working
• A firm foundation of interpersonal skills – mature, responsible, assertive attitude
• Ability to establish priorities, maintain confidentiality and work under pressure
• Above-average numeracy skills to work with financial systems and resolve queries
• Competent internet research skills
• Good command of software packages, ability to work with new packages and undertake basic database administration.

Working Relationships:

• Internally: Reports to General Services Manager. Interacts regularly with all user departments, drivers etc. Raise orders and Follow-up orders with central procurement.
• Externally: Deals with suppliers and contractors who are either delivering materials or carrying out cleaning or maintenance services, etc.

Barriers to Success:

• Inability to role model GCL’s Values & Leadership Behavior’s
• Inability to work with and through others
• Inability to drive change and build strong relationships with internal and external stakeholders.