Administrative & Facilities Manager at Alfred & Victoria Associates

Title: Administrative & Facilities Manager | Location: Lagos | Alfred & Victoria Associates

Job Summary & Purpose

  • The office of the Administrative & Facilities Manager is established to coordinate the Firm’s administrative requirements;
  • Oversee the care and maintenance of the Firm’s facilities and equipments; and ensure that the Firm’s offices are consistently conducive work environments for all members of staff.

Responsibilities

  • Serve as the contact person for various office related concerns including: office bills processing and payment, vendor management, office facilities and equipments maintenances (servicing, repairs and replacements).
  • Provide support to the offices in Abuja & Port Harcourt, by obtaining approvals for various office related expenses such as repairs, maintenances, purchases, and bills payment.
  • Supervise the office assistants to ensure that the offices in Lagos are thoroughly and regularly cleaned.
  • Co-ordinate intra-office movements.
  • Manage the office supplies stock (provisions, stationery and other necessary items), and place orders when stock is low.
  • Plan and manage facility central services such as reception, security, cleaning, catering, waste disposal and parking.
  • Maintain an up-to-date inventory, and usage history of office stationery, provisions, and every item bought for the office.
  • Monitor office equipment and arrange for repairs as necessary.
  • Manage relationships with the firm’s vendors and suppliers.
  • Negotiate cost estimates with vendors and seek the best value per price for the firm, by engaging with multiple suppliers before recommending a preferred vendor.
  • Ensure that all items delivered, and services rendered to the Firm, are invoiced and paid on time.
  • Book transport and accommodation arrangements for members of staff on official duty.
  • Provide support to in-house or off-site activities for the firm, such as parties, celebrations, etc.
  • Maintain and update a database of the Firm’s vendors.
  • Develop procedures/ checklists and guides to set standards in the Admin & Facilities function.
  • Implement and maintain the standards defined in the Admin processes and procedures/ checklist
  • Organise the firm’s filing system for administrative files.
  • Oversee building projects, renovations or refurbishments.
  • Maintain an up to date record of all invoices, memos and receipts processed
  • Develop and update office management policies as required.
  • Conduct analyses on office expenses and submit to supervisor on a regular basis
  • Prepare regular report on office expenses and maintenance/ repairs history.
  • Prepare and analyse regular reports and reviews of facility-related budgets, finances, contracts, expenditures and purchases.

Key Performance Indicator ( KPIs):

  • Administration – effectiveness in planning, organising and efficiently handling activities required and complying with instructions. (percentage delegated admin tasks that did not require rework/ follow-up; task completion ratio)
  • Communication – effectiveness in providing relevant and timely information to the Firm’s management.
  • Responsiveness – responsiveness in completing job tasks in a timely manner.
  • (Percentage admin tasks performed on time; average time to procure).

Requirements

  • Academic Qualification: A relevant Bachelor’s and / or Master’s Degree
  • Professional Qualification: British Institute of Facilities Management (BIFM) or Institute of Leadership & Management (ILM) is an additional advantage.
  • Experience: A minimum of 4 years industry experience

Key Skills:

  • Ability to multi-task and prioritise work.
  • Good time management skills.
  • Attention to detail.
  • Problem-solving skills.
  • Proficiency in Ms Excel.
  • Strong organisational and planning skills.
  • Reliability and discretion.
  • Adaptability.
  • Communication, negotiation and relationship-building skills.
  • Initiative and judgment.
  • Good business writing skills.

Salary

  • Very Attractive.

Application Closing Date
3pm, 4th March, 2021.

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

Note: Any application received after the deadline will be automatically rejected.