Admin Officer at the Eye foundation

Job Title: Admin Officer | The Eye foundation
Location: Ikeja, Lagos
Job Type: Full Time


The Eye foundation hospital was started in 1993 as a high tech specialist Eye hospital capable of providing services comparable to those obtainable abroad. It is the first and foremost indigenous eye practice in the country that runs a group practice with many sub specialized ophthalmologists.

Job Summary

  • The Administrative Officer is responsible for the majority of administrative duties in the company
  • This person is the one who will manage employee records, organize files, answer calls, and provide support for the whole of the company
  • As administrative officer, the ideal candidate will be highly organized, and able to handle financial records and expenses.

Responsibilities
Office Management:

  • Monitoring and maintaining office equipment, inventory supplies; orders replacement supplies as needed
  • Creating, updating, and maintaining personnel records, and other records and databases
  • Updating office policies and procedures
  • Scheduling company calendar and updating as needed
  • Preparing reports on expenses, office budgets, and other expenditures
  • Supporting department managers, staff, and CEO
  • Organizing conference room scheduling, equipment, and cleaning
  • Preparing travel arrangements for office staff and managers; overseeing and preparing expense reports and budgets
  • Coordinating building and maintenance issues for general repair (heating and air conditioning, security, etc.) and updating (carpet cleaning, painting, etc.).
  • Organizing special functions and social events
  • Purchasing of office consumables.
  • Monitoring incoming and outgoing mail; signing for packages from USPS, FedEx or UPS; receiving mail and packages from couriers and delivering to proper recipient
  • Preparing correspondence, documentation, or presentation materials
  • Assisting other departments (such as financial department or HR) with administrative or clerical support.

Store Management:

  • Exercises general control over all activities in Stores Department
  • Ensures safe keeping both as to quality and quantity of materials supplied.
  • Maintaining proper records.
  • Initiate purchase requisitions for the replacement of stock of all regular stores items whenever the stock level of any item of store approaches the minimum limit fixed in respect thereof.
  • Initiate action for stoppage of further purchasing when the stock level approaches the maximum limit.
  • Checking and receiving purchased materials forwarded by the receiving department and to arrange for the storage in appropriate places.
  • Reserving a particular material for a specific job when so required.
  • Issuing materials only in required quantities against authorized requisition notes/material lists.
  • Checking the book balances, with the actual physical stock at frequent intervals by way of internal control over wrong issues, pilferage, etc.

Client Relationship Management:

  • Building and maintaining relationships with clients and key personnel within customer companies.
  • Conducting business reviews to ensure clients are satisfied with their products and services.
  • Alerting the sales team to opportunities for further sales within key clients.
  • Letting customers know about other products the company offers.
  • Attending to clients’ inquiries and queries and escalating appropriately.
  • Building relationships with both new and existing clients.
  • Escalating and resolving areas of concern as raised by clients.
  • Carrying out client satisfaction surveys and reviews.
  • Passing leads to the sales team and following up on progress.
  • Liaising with internal departments to ensure client needs are fulfilled effectively.

Qualifications

  • A Bachelor’s Degree in Finance is preferable.

Skills and Competencies:

  • Excellent written and verbal communication skills.
  • Excellent time management skills; able to prioritize.
  • Motivated to take on additional projects and solve problems.
  • Comfortable in a fast-paced environment with multiple tasks and projects at hand.
  • Able to organize and manage large amounts of files, tasks, schedules, and information.
  • Self-directed and able to work without supervision.
  • Energetic and eager to tackle new projects and ideas.
  • Comfortable in both a leadership and team-player role, manages team members, leads assistant meetings, and supervises when needed.
  • Able to perform clerical duties, maintaining files and confidential information, organizing documents as needed.
  • Prior experience as office assistant, office administrator, or handling administrative responsibilities in a related field.
  • Highly organized multitasker who works well in a fast-paced environment.

Computer Savvy Skills:

  • Proficient computer skills, including Microsoft Office Suite (Word, PowerPoint, and Excel); scheduling appointments / updating calendars on outlook and google calendar.

Application Closing Date
28th October, 2020.

How to Apply
Interested and qualified candidates should send their Applications to: [email protected] using the Job Title as the subject of the mail.