JOB TITLE: Administrative Manager
JOB LOCATION: Ikeja, Lagos
Reports Directly to: Operations Manager and the CEO
JOB DETAILS:
- Under the supervision of the Operations Manager, the Administrative Manager will be responsible for the day-to-day oversight and coordination of administrative and operational functions including office management, employee business services, procurement, front desk procedures and processes, and overall building management.
- The Admin Manager will also work closely and direct the affairs of the Interns, Kitchen Staff, Office Assistant as well as the Cleaners.
Key Responsibilities
Recruitment and Onboarding:
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- Assist in implementing strategic human resource policies that enable the Company to effectively fulfil its mandate by recruiting the right type of staff, and deploying and developing them effectively.
- Administer the letters of appointment and other personnel documents in relation to staff appointments.
- Ensure and update the accurate job descriptions for all positions within the Company.
- Shall assist in the planning and ensuring systematic induction for all new employees of the designations.
- Ensure that the induction plan is signed off and filed in the personal file of all employees.
- Play a key role in organising and carrying out induction courses for new staff as well as the refresher course for all staff.
- Coordinate confirmations of probationary periods.
Attendance and Leave Management:
- Track the attendance of all staff daily in line with Company requirements and standards.
- Track annual leave database, eligibility, availed and closing balances of annual leaves for all staff.
- Provide this information on a monthly basis to the Operations Manager.
Salary Processing / Payroll:
- Draft and prepare monthly payroll for all staff and presents same to the CEO for approval.
HR Policies and Strategies:
- Keep up to date with changes in employment legislation advise managers and employees of significant changes and update policies and procedures as required.
- Conduct and participate in salary and benefits surveys to ensure competitive compensation and benefits plans.
- Advise senior management on pay and other remuneration issues, including promotion and benefits and the development of standardized pay and title scales.
Employee Performance, Retention and Separation:
- Assist in coordinating training activities for staff in line with human resource development strategy.
- Implement and evaluate training programmes for staff development.
- Keep training records and budget up to date and report to management.
- Maintain and coordinate employee motivation and recognition programmes.
- Provide guidance to staff on career development.
- Develop and implement staff retention processes to minimize attrition rates.
- Prepare employee termination notices and related documentation and conducts exit interviews with the Operations Manager to determine the reasons behind the resignation.
- Coordinate exit management procedures to ensure a seamless and positive transition for departing employees.
- Ensure resignation letters are received for employees who intend to leave.
- Prepare exit separation documents for staff members leaving the Company.
- Provide monthly turnover and attrition reports to management and develop staff succession plans.
General Administration:
- Undertake all recruitment and selection related administration including advertising, managing recruitment inbox, scheduling interviews and liaising with applicants.
- Monitor and track completion of activities such as induction programs and probation reviews, and undertake administration-related to cyclical people activities such performance reviews and salary advancements.
- Prepare employment contracts, letters, new employee packs, induction packs, and other HR documents and correspondence.
- Co-ordinate training and development requirements, make course bookings, liaise with attendees and facilitators, and manage and track attendance.
- Maintain all staff records, files, registers and databases, as well as HR forms.
- Manage internal and external enquiries, respond to information requests and maintain information flows with business areas.
- Administer employee allowances and reimbursements.
- Co-ordinate administration of Work Health and Safety matters and related activities.
- Maintain effective relationships with internal and external stakeholders.
- Perform administrative tasks associated with meetings including minute taking, record keeping of attendance and dissemination of minutes.
- Supervise the Interns, office assistant, kitchen staff and cleaners and be responsible for their overall direction, coordination, and evaluation as well as addressing complaints and resolving problems.
- Perform other task as assigned by the Management.
Required Qualifications
- B.Sc. in Business Management, Administration or Human Services.
- At least one-year experience in an office management and administration role.
Other Selection Criteria (Skills, Knowledge and Experience):
- Working mastery of computer programs including Microsoft Word, Power Point and Excel, and familiarity with client management systems.
- Keen attention to detail.
- Understanding of the challenges, importance and issues of working within administration.
- Demonstrated time management and organization skills including ability to multi-task; prioritize, and a willingness to keep up to date on all relevant technology changes undertaking training as required by the position.
- Natural problem-solver; willing to initiate and lead in unpredictable circumstances.
- Sharp analytical and critical thinking skills.
- Demonstrated communication skills with an ability to remain calm under pressure particularly when responding to people who may exhibit difficult behaviours or have poor communication skills.
- Knowledge of principles and techniques employed in effective office administration and management.
- Ability to make independent decisions as well as to prepare reports and statements.
HOW TO APPLY
Interested and qualified candidates should send their CV to: [email protected] , [email protected] using the Job Title as the subject of the email.
Deadline: May 30, 2022
Job Features
Job Category | Administration/ Office/ Operations |