Facilities/Admin Officer at a Reputable Law Firm - Apata & Ascott Limited

Duties/Responsibilities

• To fully contribute to the implementation of the Facilities infrastructure and systems, delivering key tasks as assigned by the manager
• To fully contribute to the delivery of a safe and positive working environment in the office, supporting the delivery of the full range of office facilities services required to operate effectively, making all new starters aware of alarms and security.
• To maintain the office administration handbook and ensure compliance with office procedures
• To administer the fire evacuation procedures.
• To maintain a full supply of office commodities, ensuring value for money is delivered when purchasing items and services
• To support office refurbishment, maintenance and expansion projects, liaising with staff and external contractors in support of the manager
• To provide a reception service in the office, ensuring that visitors are greeted promptly and courteously; liaising with colleagues to maintain an awareness of plans for external visitor arrivals for meetings in order to provide a professional and smooth welcome to the organisation, ensuring needs are met and exceeded
• To administer staff travel and hotel bookings, processing them efficiently and effectively
• To provide support for the preparation, submission and approval of purchase requisitions by budget holders and process invoices
• To deal with all incoming and outgoing post, ensuring its delivery to the appropriate recipients or its dispatch to its intended recipient in a timely manner
• Ensure regulatory requirements are met
• Provide an effective and high-quality support team for the chief executive and leadership team
• Ensure there is a performance framework in place to ensure understanding of how we are performing against the delivery of our strategic objectives, which individual functions and business units evaluate and report their performance against agreed operational targets

Qualification/Requirement

• Minimum of a B.Sc.
• Must have completed NYSC
• 2 to 3 Years work experience
• Must be single
• Proficient MS office skills to enable correspondence to be actioned on behalf of the team, simple databases to be developed and more complex databases to be maintained
• Able to use Excel/spreadsheets confidently and effectively
• Effective communication skills, enabling confident communication with colleagues when acting as the first point of contact for the team.
• Ability to handle issues in a courteous, efficient and effective manner, maintaining a professional approach at all times, regardless of circumstance
• Ability to explain issues clearly and concisely and recognise when to escalate a query to the assistant facilities manager
• Self-motivated
• Ability to handle issues in a courteous, efficient and effective manner, maintaining a professional approach at all times, regardless of circumstance
• Well organised and uses initiative to manage and prioritise own workload and manage own time to ensure that competing deadlines are met and completed tasks are delivered to the required specification
• Ability to assimilate new information quickly and to learn new procedures