Office Administrator at Hamilton Lloyd and Associates

Hamilton Lloyd and Associates – Our client is a Healthcare Consultancy based in Lagos, Nigeria. Due to internal expansion and re-structuring, they are looking to hire a suitably qualified candidate to fill the position below:

Job Title: Office Administrator

Location: Lagos
Reports to: Managing Partner

Job Summary

Oversees the entire office administration.

Job Responsibilities

Business Development, Office Administration & Project Support
Actively seek and secure new business opportunities for the Healthcare Assist Partners, Analysts and Associates with Project work
Schedule internal and external Partner appointments as required
Prepare Project Reports and Presentations using Word, PowerPoint and Excel.
Organise meetings, teleconferences, book venues, equipment, etc for Project Team.
Organise travel and accommodation arrangements for Partners, Analysts and Associates.
Monitor, maintain and update (daily) the company website and databases. Maintain filing and retrieval system for company documents.
Review and update office policies on a regular basis.
Maintain company calendar with a schedule of key appointments.
Book meeting rooms and maintain stock of meeting materials.
Handle confidential information with discretion.
Schedule and arrange in-house and external events
Organise Project Team business travel including visas and accommodation Arrange and supervise provision of refreshments for guests.
Manage and monitor stock of office supplies to arrange replacement orders.
Make photocopies, bind documents and presentations, send and receive faxes Line Management of Support Staff (Cleaner, Drivers, Security)

Facility Management:

Ensure smooth running and impeccable appearance of office.
Source, manage and verify vendors and service providers.
Responsible for continual functioning of business and IT systems.
Guarantee environmental, health and safety standards.
Ensure uninterrupted utilities function (Water, Electricity, Internet, Telecoms, etc)
Manage smooth running of Generators, Inverter, Borehole, etc
Manage small company car fleet

Front Office Receptionist:

Serve as “the face and voice of the Healthcare”;
Meet and greet all visitors.
Answer and direct incoming calls, place outbound calls for members of staff Distribute incoming mail, despatch outgoing mail.
Handle all deliveries

Office Accounts and Book Keeping:

Prepare, submit and manage monthly Office Budget
Retire, submit and file monthly Office Budget accounts
Liaise with and submit Monthly accounts to Lagos Accountant Prepare and issue Invoices for Project Fees
Prepare and issue Payment Vouchers for payments
Prepare and issue Receipts on behalf of the company on invoice payment
Process claims for travel expenses incurred by the Project Team
Maintain and monitor financial records relating to travel expenditure.
Management of the central register for Debtors and Creditors

Person Specification

Professional presence and appearance
Excellent interpersonal skills
Ability to multi-task and work under pressure.
Attention to detail.
Ability to use initiative
Commitment and flexibility to get a job done.
Motivated and driven.
Takes ownership of self-development
Highly intelligent with a strong charisma.
Key Skills/Competencies
Strong organisational skills.
Outstanding written and verbal communication.
Excellent computer skills with proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook).
Confident and assertive individual willing to work independently