Admin & Office Operations Officer

Admin & Office Operations Officer Job at Maxitech Global Investment Limited

Maxitech Global Investment Limited is an equal-opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.

We are recruiting to fill the position below:

Job Position: Admin & Office Operations Officer

Job Location: Ikeja, Lagos

Employment Type: Full-time

Reporting Line: HR & Admin Lead

Job Summary

• The Admin & Office Operations Officer will be responsible for providing administrative and operational support while ensuring the smooth, organised, hygienic, and professional functioning of the office.
• The role combines guest support, office administration, workplace cleanliness and hygiene, facilities coordination, supplies monitoring, hospitality, errands, and other hands-on office-support responsibilities.
• The successful candidate must be organised, reliable, discreet, proactive, and comfortable performing both administrative and practical office-support duties, including cleaning, restroom maintenance, replenishment of consumables, and routine errands.

Key Responsibilities

Guest Support:

• Provide administrative and operational support as assigned.
• Attend to guests and visitors professionally, courteously, and promptly.
• Prepare and maintain office, meeting areas, and hospitality arrangements.
• Coordinate refreshments, water, and other hospitality requirements for official guests.
• Assist with meeting preparation, room arrangements, and other activities relating to the office engagements.
• Handle assigned administrative tasks, document collection, errands, and other operational requirements.
• Maintain confidentiality in all matters relating to guests, employees, customers, visitors, and company operations.

Office Operations and Cleanliness:

• Ensure that the office remains clean, organised, hygienic, and professionally presented throughout the working day.
• Perform assigned cleaning duties, including cleaning office areas, common spaces, and other designated areas.
• Conduct multiple cleanliness checks during the day to ensure that office standards are maintained.
• Check restrooms regularly and ensure they are clean, hygienic, functional, and adequately stocked.
• Refill restroom and office consumables, including tissue, handwash, toiletries, drinking water, and other approved supplies, as required.
• Conduct a final office-support and restroom check before close of business.
• Empty waste bins and ensure proper disposal of waste.
• Maintain the cleanliness and readiness of meeting spaces, reception areas, and other visitor-facing areas.
• Provide hands-on support whenever required to maintain office-support standards.
• Support the continuity of essential office-support activities during the absence of another Office Assistant.

Office Administration and Staff Support:

• Coordinate routine administrative and operational activities at the office.
• Attend to staff requests relating to routine office support, supplies, hospitality, and administrative assistance.
• Coordinate routine errands, dispatches, deliveries, and official collections as assigned.
• Receive and direct visitors, deliveries, and service providers appropriately.
• Assist with printing, photocopying, scanning, document collection, filing, and other routine administrative tasks.
• Support the preparation and organisation of meetings, internal events, and office activities.
• Maintain relevant office-support records, checklists, and operational logs.
• Ensure that assigned administrative tasks are completed accurately and within the required timelines.

Office Supplies and Consumables Management:

• Monitor the availability and usage of office supplies, cleaning materials, restroom consumables, drinking water, and other office essentials.
• Maintain basic records of consumables issued, replenished, and required.
• Identify shortages early and submit replenishment requests through the approved process.
• Ensure that supplies are stored appropriately and remain accessible to authorised personnel.
• Monitor wastage, misuse, or unusual consumption and report concerns to the HR & Admin Lead.

Facilities and Maintenance Support:

• Conduct routine checks of the office environment and promptly identify maintenance, safety, plumbing, electrical, air-conditioning, furniture, equipment, or facility-related issues.
• Report identified faults and maintenance requirements to the HR & Admin Assistant.
• Support the coordination and follow-up of approved maintenance activities and service-provider visits.
• Ensure that identified office issues are properly documented and followed up until resolution or escalation.
• Monitor the general condition and presentation of office facilities and report issues that may affect staff productivity, visitor experience, or business operations.

Coordination of Office Support Activities:

• Coordinate daily office-support activities with the existing Office Assistant.
• Ensure that cleaning, restroom checks, hospitality, errands, and other assigned support duties are properly scheduled and completed.
• Support the effective allocation of routine office-support tasks.
• Escalate recurring performance gaps, resource shortages, or operational challenges to the HR & Admin Lead.
• Provide practical support to maintain essential office operations during periods of high workload or staff absence.
• Support administrative and office operations at the office when assigned and operationally required.

Compliance, Safety, and Professional Conduct:

• Comply with the organisation’s policies, procedures, health and safety requirements, and instructions.

• Handle cleaning materials and office equipment responsibly and in accordance with safety requirements.

• Maintain professional conduct, appropriate personal hygiene, and a presentable appearance at all times.

• Protect company property, supplies, documents, and confidential information.

• Report incidents, damages, hazards, shortages, and other operational concerns promptly.

• Perform other related duties as may reasonably be assigned by the HR & Admin Lead or Management.

• Performance Expectations

• The successful candidate will be expected to:

• Maintain consistent cleanliness and hygiene standards at the office.

• Ensure restrooms are checked and adequately replenished throughout the day and before close of business.

• Ensure assigned guest-support requirements are handled promptly and professionally.

• Maintain accurate and timely office-support and consumables records.

• Escalate maintenance, supply, and operational issues promptly.

• Ensure assigned administrative and office-support tasks are completed within agreed timelines.

• Demonstrate reliable attendance, initiative, discretion, and professional conduct.

• Contribute to uninterrupted office operations during staff absences and periods of increased workload.

• Minimum Qualifications and Experience

• Minimum of OND, HND, or Bachelor’s degree in Business Administration, Office Administration, Management, Hospitality Management, or a related discipline.

• 2–3 years of relevant experience in office administration, office operations, executive support, hospitality, facilities support, or a similar role.

• Previous experience supporting se