Receptionist / Admin Officer at Fadac Resources

Job Responsibilities
Front Desk & Reception Management:

• Serve as the first point of contact for all visitors, clients, and guests, welcoming them professionally
• Manage the reception area, ensuring it is always clean, organized, and professionally presented.
• Operate the telephone switchboard, answering, screening, and directing calls promptly and courteously.
• Take accurate messages and ensure they are delivered to the appropriate recipients in a timely manner.
• Respond to general inquiries from visitors and callers, providing accurate information or directing them to the appropriate contact.

Visitor & Guest Management:

• Register all visitors upon arrival, issue visitor badges, and maintain the visitor log in compliance with security protocols.
• Notify employees promptly when their guests arrive.
• Ensure visitors are comfortable while waiting, offering refreshments as appropriate.
• Coordinate meeting room bookings and prepare meeting spaces for internal and external meetings, including setup of equipment, materials, and refreshments.

Administrative Support:

• Provide general administrative support to the Administration Lead and the wider team as required.
• Assist in the coordination of office supplies and stationery, including monitoring stock levels and raising requisitions for replenishment.
• Support the coordination of staff welfare initiatives, including refreshments, snacks, and break area maintenance.
• Assist with document preparation, photocopying, scanning, binding, and filing.
• Maintain an organized filing system for administrative records and documents.
• Support the coordination of company events, town halls, and meetings, including logistics and attendee management.

Office Maintenance & Coordination:

• Monitor and report any facility issues (lighting, air conditioning, plumbing, cleaning) to the Administration Lead for prompt resolution.
• Liaise with cleaning staff to ensure the reception and common areas are maintained to high standards.
• Assist in monitoring office consumables (water, refreshments, toiletries) and raising requests for replenishment. Communication & Correspondence
• Draft and distribute internal communications and announcements as directed by the Administration Lead.
• Receive and relay information accurately between departments and external parties.

Quality, Health, Safety & Environment (QHSE) Support:

• Assist in emergency evacuation procedures, including knowing the evacuation plan and guiding visitors during drills or actual emergencies.
• Report any safety hazards or incidents observed in the reception or common areas immediately.
• Maintain awareness of fire exits, assembly points, and first aid kit locations.
• Support the Administration Lead in coordinating HSE-related administrative tasks as required. Data Entry & Record Keeping
• Assist with data entry tasks as assigned, ensuring accuracy and attention to detail. • Maintain records of meeting room bookings, visitor logs, and courier registers.
• Support the HR and Administration teams

Qualification and Experience

• Bachelor's Degree or Higher National Diploma (HND) in any discipline. A degree in Office Technology Management, Secretarial Studies, Business Administration, or related field is an advantage.
• 2-4 years of experience in a receptionist, front desk, or administrative support role.
• Experience in the Oil & Gas, Energy, or professional services sector is an advantage.
• Experience in a fast-paced corporate environment with high-volume visitor and telephone traffic is preferred.
• Professional certifications in front office management, customer service, or secretarial studies are an added advantage.