Job Summary

• We are looking for an Administrative Officer to join our team and support the daily office, leasing and property management procedures.
• A successful Administrative Officer serves as the point of contact for all employees, tenants, agents, lawyers, and other LHS clients providing administrative support and solving their queries.

Key Responsibilities

• Develop and implement new administrative systems, such as records management of property portfolio, expenditure, vendor/client contact information, etc.
• Record expenditure and managing office/project budget and finances, including preparing financial reports.
• Prepare weekly and monthly reports on work-related activities
• Organize a filing system for important and confidential company documents
• Undertake administrative jobs such as presenting important and confidential agreements between the company and clients
• Vetting, negotiating and ensuring prompt payment of bills to relevant bodies/authorities/vendors.
• Development and consistent update of an efficient tracking system for tenant lease agreements including expiry/renewal dates, pricing update, etc.
• Take office supplies inventory and ensure necessary supply including maintaining office equipment
• Create and manage database of contact details of clients, vendors and service providers.
• Manage relationships with contractors and service providers.
• Maintain the condition of the office and arrange for necessary repairs
• Carry out staff recruitment, on-boarding and exit processes
• Promote staff development and training Demonstrate at all times knowledge about the company’s property portfolios including occupancy status of properties, rental situation in the market, and demand and market rate for the properties
• Manage the full property leasing procedure with potential clients, agents and lawyers to ensure proper due diligence is conducted before tenant is accepted
• Handle the inquires from existing tenants regarding property management queries
• Handle inquiries from new clients and agents regarding available properties for rent
• Conduct tenant move-in and move-out procedure for all properties
• Ensure tenant satisfaction by prompt and complete resolution of complaints.
• Write and distribute mails, correspondence, memos & letters, etc. with regards to leasing and property management procedures.
• Visit, inspect, and assist with on-going construction site work on buildings and stay up-to-date on progress and status of building construction work
• Attend regular building site meetings with professionals, including surveyors, building service engineers, foremen, subcontractors, artisans, etc.
• Conduct regular site safety and work progress checks; this necessitates regular checks on materials, visual inspections of work, and frequent tour of the site
• Find solutions to problems that may cause delays, such as the late arrival of materials.
• Other duties as assigned

Qualifications

• BSc Degree in Business Administration, Marketing or any related discipline from a reputable institution
• 3 – 5 years work experience ideally in an administrative or related role
• Experience with office management software (MS Excel and MS Word, specifically)
• Strong email & phone etiquette, and active listening skills.
• Quality Control experience an asset
• Ability to work without active supervision
• Customer orientation and ability to adapt/respond to different types of characters.
• Able to demonstrate good customer care and delivery of best value.
• Ability to multi-task, prioritize, and manage time effectively.
• Confidence and strong leadership skills.
• Fluent in English, 1 Native Nigerian Language and Pidgin

Skills:

• Self-motivated and resilient.
• Good people management skills.
• Excellent communication skills, both verbal and written.
• Excellent Organizational and Decision making skills.
• Ability to resolve conflict and solve problems promptly.
• Strong negotiation skills
• Reliability
• Result Oriented
• Flexibility.