Administrative / Front Office Executive at Tivana Workforce

Tivana Workforce is a workforce solutions company that provides services that unlock the full potential of human capital to drive business excellence and growth in an ever-evolving marketplace. Our Services include Staffing and Recruitment, Workforce Management, Training and Development, Technology Solutions, HR Consulting, Team Retreat Planning and Specialized services.

We are recruiting to fill the position below:

Job Title: Administrative / Front Office Executive

Location: Abuja (FCT)

Job Summary

• The Administrative/Front Office Executive is the first point of contact for clients, visitors, and vendors, and plays a crucial role in ensuring the smooth and efficient operation of the office.
• This individual is responsible for providing high-level administrative support to the management and various departments within the fast-paced Information and Communications Technology (ICT) environment.

Key Responsibilities and Duties
Front Office Management and Communication:

• Greet, welcome, and direct visitors, clients, and candidates in a professional and courteous manner.
• Manage the main switchboard, answering, screening, and forwarding incoming phone calls, and taking messages accurately.
• Handle incoming and outgoing mail, deliveries, and courier services.
• Maintain a tidy and presentable reception area and common office spaces (e.g., meeting rooms, kitchen).

Administrative Support:

• Perform general clerical duties including photocopying, scanning, filing, and faxing.
• Schedule and coordinate meetings, appointments, and conference room bookings, often involving complex technical teams.
• Assist in preparing reports, presentations, and correspondence using standard office software (e.g., Microsoft Office Suite).
• Maintain and update contact lists and internal directories.

Office Operations and Inventory:

• Monitor and manage office supplies and kitchen inventory, placing and tracking orders to ensure adequate stock levels.
• Liaise with building management, service providers, and vendors (e.g., cleaning, utilities, maintenance of office equipment).
• Assist in the onboarding and offboarding process for employees, including setting up workstations and access passes.
• Coordinate travel arrangements and bookings for staff, including flights, accommodation, and ground transportation.

Financial and Data Assistance (as required):

• Process and track basic petty cash and expense claims.
• Assist the Finance department with invoice processing and vendor payment tracking.
• Manage and update internal databases and record-keeping systems with a high degree of accuracy.

Qualifications and Skills
Education and Experience:

• Bachelor's degree or equivalent in Business Administration, Office Management, or a related field.
• 2-5 years of proven experience in an administrative or front office role, preferably within an ICT, Technology, or fast-paced corporate environment.

Essential Skills:

• Exceptional Communication Skills (written and verbal).
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Strong organizational and planning skills with attention to detail.
• Excellent time management skills and the ability to multi-task and prioritize work effectively.
• Professional demeanor and high level of discretion regarding confidential information.
• Problem-solving aptitude and a proactive approach to office issues.

Desirable (ICT-Specific):

• Basic understanding of common ICT terminology and organizational structures (e.g., technical support, development, project management).
• Familiarity with modern office technology, VoIP phone systems, and video conferencing tools.

Application Closing Date
30th November, 2025.