Administrative Officer at Fannix Technologies Limited

Position Summary

• We are seeking a highly organized, proactive, and technology-driven Administrative Officer to support the company's daily operations, business development activities, tender preparation processes, document management systems, and digital communication platforms.
• The successful candidate will play a key role in ensuring efficient administrative coordination, maintaining corporate records, supporting contract and tender submissions, leveraging Artificial Intelligence (AI) tools for productivity, and managing the company's online and social media presence.

Key Responsibilities
Administration & Office Management:

• Manage day-to-day administrative operations and office activities.
• Coordinate meetings, appointments, travel arrangements, and logistics.
• Maintain office records, correspondence, and filing systems.
• Prepare reports, presentations, letters, and other business documents.
• Monitor office supplies and coordinate procurement requirements.

Document Control & Records Management:

• Develop and maintain structured electronic and physical filing systems.
• Manage company documentation, contracts, policies, certifications, and statutory records.
• Ensure proper version control, archiving, and retrieval of company documents.
• Maintain confidentiality and security of corporate information.

Tender & Proposal Management:

• Assist in the preparation and submission of technical and commercial tenders.
• Review bid requirements and coordinate collection of supporting documentation.
• Maintain a database of tender opportunities, submissions, and contract records.
• Support business development activities through proposal preparation and documentation.
• Ensure compliance with client tender requirements and submission deadlines.

Artificial Intelligence (AI) Utilization:

• Utilize AI tools to improve productivity, research, content development, report writing, and business processes.
• Support management in adopting AI-driven solutions for operational efficiency.
• Generate professional documents, presentations, business proposals, and reports using AI technologies.
• Stay updated on emerging AI applications relevant to administration and business development.

Social Media & Corporate Communications:

• Manage and update the company's social media platforms and digital channels.
• Create and publish professional content that promotes the company's services, projects, achievements, and brand image.
• Monitor online engagement and respond appropriately to inquiries.
• Support marketing and business visibility initiatives through digital platforms.
• Assist in maintaining and updating company website content where required.

Compliance & Reporting:

• Assist in maintaining company certifications, registrations, and compliance documentation.
• Prepare periodic administrative and management reports.
• Support internal audits and document verification exercises.
• Ensure compliance with company policies and procedures.

Qualifications & Experience

• Bachelor's Degree or HND in Business Administration, Management, Office Technology, Mass Communication, Public Administration, Computer Science, or related discipline.
• 2–5 years relevant administrative experience.
• Experience in tender preparation, contract administration, or document control is an added advantage.
• Experience working in the oil & gas, engineering, procurement, consulting, or service industry is desirable.

Required Skills & Competencies:

• Strong administrative and organizational skills.
• Excellent document management and record-keeping abilities.
• Experience in tender and proposal preparation.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Good knowledge and practical use of AI tools such as ChatGPT, Microsoft Copilot, Gemini, Claude, and similar platforms.
• Strong social media management and content creation skills.
• Excellent written and verbal communication skills.
• Attention to detail and ability to meet deadlines.
• Ability to work independently and manage multiple tasks simultaneously.
• High level of professionalism, integrity, and confidentiality.

What We Offer

• Opportunity to work in a dynamic and growing organization.
• Exposure to major projects in Oil & Gas, Engineering, Procurement, Safety, and Logistics.
• Professional development and continuous learning opportunities.
• Collaborative and innovation-driven work environment.