Administrative Manager at IO Furniture Limited

IO Furniture Limited is a full-service interior design and manufacturing company characterized by our uncompromising quality and innovative design solutions. With innovation, functionality, and style at the heart and soul of our company, we deliver perfection consistently. From our signature classics to our custom project designs we have managed to build a stellar reputation for excellence, quality, reliability and integrity.

We pride ourselves in our ability to interpret the essence of our clients through manufacturing and design. By working closely with each client we are able to create spaces that embody their being, because regardless of whether they are individuals, brands or establishments to us each project is personal.

We are recruiting to fill the position below:

Job Title: Administrative Manager

Location: Ilupeju, Lagos
Employment Type: Full-time
Reports To: Head, HR & Administration
Number of Direct Reports: All Drivers, All Cleaners & Guest house staff

Key Summary of the Job

• Provide administrative services to all departments of the Company by managing the services and processes that support the core business of the Organization.
• Ensure the buildings, grounds and HSE standards are maintained.
• Monitor to ensure compliance with all Company policies, procedures and standards.
• Ensure compliance with all local, state and federal government statutory requirements.
• Co-ordinate and manage the Company’s vehicle fleets.

Task Complexities
Facility Management:

• Determine and schedule regular repairs, renovation projects, waste reduction improvements, as well as Health, Safety, and Environment (HSE) inspections.
• Ensure that the quarterly routine maintenance of company vehicles and equipment (e.g. air-conditioners, cars, generator etc) is carried out.
• Ensure all appliances i.e. phone lines, lighting, air conditioner, printers, copiers, computers and scanners are in good working condition.
• Ensure the efficient and effective management of the guest houses, company housing and all assets.
• Ensure effective and efficient facility management.

General Administration:

• Ensure prompt payment of all utility bills i.e. PHCH, Telephone, and LAWMA etc.
• Ensure that reasonable maintenance and supply costs are maintained through effective negotiations.
• Prepare expense and cash vouchers, and ensure that the Admin Expense and Petty Cash Priority List is updated daily; with accurate periodic submission to Finance team, Auditors and/or management
• Liaise with service vendors and monitor jobs contracted to them.
• Ensure efficient and effective inventory management and supply for Office Provisions, Stationery and Consumables.
• Maintain a comprehensive and accurate filing system on administrative matters.
• Maintain accurate Asset Register in alignment with Accounts/Finance department records.
• Collaborate with the head of HR/Admin department to ensure that the company’s health and safety regulations are adhered to by all employees.
• Liaise effectively with all government agencies and regulatory bodies and ensure relevant statutory documents/certificates (LASEPA, Immigration, PENCOM, NSITF, ITF, etc) are processed, obtained and up to date.
• Oversee staff travel arrangements (flights bookings, hotel reservations, feeding, travel allowances, etc) in line with received itineraries
• Compile weekly activity report on Admin matters for HR/Admin department report.
• Undertake additional administrative tasks or projects as assigned by the head of Department or authorized officers.

Logistics Management:

• Ensure all management cars and pool cars are fuelled and maintained efficiently by drawing up a maintenance schedule and following it. Also ensuring that vehicle-papers are renewed promptly.
• Ensure that transport activities are managed efficiently and with minimized cost
• Manage drivers’ deployment and administration

Expatriates Management:

• Ensure accurate monthly Expatriate Quota Returns are submitted and signed by the relevant authorities at the end of each month
• Support the management of all Expatriates and ensure all their documentation is up to date (visa renewals, CERPAC etc.)
• Liaise with relevant immigration officials and keep abreast of immigration laws
• Compilation and submission of the monthly expatriate returns to the Nigerian Immigration Service

House-Keeping:

• Compile and monitor daily and weekly cleaning schedules
• Supervise the cleaners to ensure cleanliness for all facilities, equipment, instruments i.e. the admin block, factory, toilets, machinery etc.
• Ensure strict adherence to the annual and quarterly fumigation of the company and its environs
• Liaise with the guest house staff in ensuring proper maintenance of the guest house facilities.

Education & Experience

• A First Degree in Social Sciences or Arts
• 6 - 8 years relevant work experience.
• Previous work experience in a manufacturing company and expatriates’ management

Key Job Attributes:
Generic:

• Strong organization skills and a problem-solving attitude
• Results driven with ability to meet deadlines
• Attention to details
• Communication Skills (Verbal, written and listening)
• Strong Interpersonal Skills
• Team Spirit.

Technical:

• Knowledge of people management
• Proven knowledge of office procedures
• Proficiency with Microsoft Office Package (Word, Excel, Powerpoint).

Core Working Relationships:

• HR/Admin Team
• Commercial Team
• Design & Technical Team
• Production Team
• Logistics/Procurement Team
• Accounts/Finance Team
• Management Team
• Expatriates.

Application Closing Date
13th December, 2023.