Senior Administration Officers at Sayed Farms Limited

Role Summary

• The Senior Administration Officer is responsible for independently handling and coordinating all core administrative, immigration, accommodation, housing, utilities, vehicle documentation, travel logistics, and vendor-related activities across the company.
• The role ensures smooth daily operations, timely follow-up on critical administrative tasks, and full compliance with immigration and housing requirements.

Role Responsibilities
Immigration, Work Permits & Visas:

• Manage the full process of STR, TWP, CERPAC, Minor Visas, extensions, and renewals.
• Maintain accurate immigration documentation and track all expiry dates.
• Coordinate with immigration agents, embassies, and government offices.
• Follow up proactively to avoid delays or violations.
• Manage the full process of quota (new, renewal)

Accommodation & Housing Coordination:

• Arrange and prepare accommodation for new joiners, expatriates, and visitors.
• Ensure all units are properly set up (utilities, cleanliness, readiness) before arrival.
• Maintain updated tracking of occupied, vacant, and reserved units.
• Coordinate move-in/move-out, key handovers, and inventories.
• Follow up with the Maintenance Department on all ongoing work and report any new maintenance requirements promptly.
• Responsible for all electronics in the guest houses, including coordinating with the relevant service companies and outsourced technicians.

Housing Rentals, Leases & Hotels:

• Follow up on lease renewals, rent payments, service charges, and WHT processing.
• Maintain an updated housing portfolio and all related lease documentation.
• Communicate with landlords for repairs and housing matters.
• Secure and manage corporate hotel rates and bookings across branches.

Company Vehicles & Registry:

• Maintain accurate records for all company vehicles including allocation, insurance, repairs, and documentation.
• Follow up on servicing, repairs, and transfer of ownership.
• Track drivers’ assignments, fuel usage, mileage logs, and renewals.
• Prepare monthly vehicle and fleet status reports.

Utilities & Administrative Support Services:

• Monitor electricity, water, gas, internet, fuel, generator diesel, and ensure timely payments.
• Prevent service disruption by proactive follow-up.
• Maintain updated inventory of houses, appliances, and vehicles.
• Coordinate required repairs or replacements with vendors.

Travel Logistics & Airport Protocol:

• Arrange flight tickets, hotel bookings, and transportation for employees, management, and visitors.
• Coordinate airport pick-ups and drop-offs.
• Support business travel across branches (Ibadan, Lagos, Abuja, PH).
• Organize full onboarding logistics for incoming new employees.

Administration & Vendor Documentation:

• Maintain organized and up-to-date documentation for visas, leases, cars, vendors, and hotels.
• Update trackers, shared folders, and administrative files regularly.
• Coordinate with vendors for documents, invoices, quotes, and confirmations.
• Ensure compliance with documentation standards for audits and reviews.

Monthly Administration & Mobility Reporting:

• Prepare a consolidated monthly report covering:
  • Visa & Permit status
  • Housing and accommodation updates
  • Hotel usage
  • Vehicle/fleet activity
  • Utilities payments and variance
• Highlight risks, expiries, and recommended actions.
• Submit the monthly report to the HR Manager accurately and on time.

Key Requirements

• Bachelor’s Degree in Business Administration, Public Administration, Management, or related field.
• Minimum of 8 years administrative experience in manufacturing or industrial operations.
• Strong knowledge of expatriate documentation processes and government regulatory requirements.
• Excellent communication, negotiation, and interpersonal skills.
• Good vendor management and supervision capabilities.
• Strong organizational and multitasking abilities.
• Proficiency in Microsoft Office (Word, Excel, PowerPoint).
• Strong ownership and accountability
• High attention to detail
• Excellent follow-up and coordination
• Confidentiality and integrity
• Proactive problem-solving.