Site Secretary / Storekeeper

Site Secretary / Storekeeper

At MJ Spark Media Agency, we ignite the digital landscape with innovative strategies and creative brilliance. Specializing in comprehensive media solutions, we bring clarity and precision to your brand's journey in the digital realm.

Site Secretary / Storekeeper

• Job Type Full Time , Onsite
• Qualification BA/BSc/HND
• Experience 2 years
• Location Lagos
• Job Field Administration / Facilities , Procurement / Store-keeping / Supply Chain
• Salary Range ₦150,000 - ₦200,000/month

Job Summary

We are seeking a Site Secretary / Storekeeper to provide administrative support at our project site while maintaining accurate records and ensuring the proper receipt, storage, issuance, and tracking of construction materials, tools, and other site supplies.

The successful candidate will work closely with the Site & Facility Manager and other members of the site team to keep site documentation organized, maintain accurate inventory records, and ensure materials are properly accounted for.

This role requires someone who is organized, trustworthy, detail-oriented, proactive, and comfortable working in a busy site environment.

Key Responsibilities

• Site Administration & Documentation

• Maintain and organize site documents, records, files, and correspondence.

• Prepare, update, and maintain routine site reports and administrative records.

• Record and file incoming and outgoing documents.

• Maintain attendance records for site personnel where required.

• Take minutes and maintain records of site meetings when required.

• Assist with preparing letters, memos, reports, and other site documentation.

• Ensure important site records are properly filed and easily accessible.

• Provide general administrative support to the Site & Facility Manager.

• Store & Inventory Management

• Receive construction materials, tools, equipment, and other supplies delivered to the site.

• Verify delivered items against purchase orders, delivery notes, or approved requests.

• Inspect materials for quantity, condition, and obvious discrepancies upon delivery.

• Properly label, organize, and store materials to prevent damage, loss, or misuse.

• Maintain accurate records of all materials received, issued, returned, and remaining in stock.

• Issue materials to authorized personnel based on approved requests.

• Monitor stock levels and identify items that need replenishment.

• Conduct regular physical stock counts and reconcile them with inventory records.

• Report shortages, damages, losses, or discrepancies promptly to the Site & Facility Manager.

• Maintain proper records of tools and equipment issued to workers or contractors.

• Ensure the store remains clean, organized, secure, and properly arranged.

• Materials Control

• Maintain proper documentation for all material movements in and out of the store.

• Ensure materials are issued only upon proper authorization.

• Track the use of frequently consumed materials and supplies.

• Monitor materials that require special storage or handling.

• Assist in preparing material requisition and replenishment requests.

• Help minimize material wastage, loss, theft, and unnecessary purchases.

• Maintain up-to-date stock registers, bin cards, or digital inventory records.

• Coordination & Communication

• Liaise with the Site & Facility Manager regarding material requirements and administrative matters.

• Coordinate with suppliers and delivery personnel when materials arrive at the site.

• Communicate material availability and shortages to the relevant site personnel.

• Support communication between the site office, management, suppliers, and contractors where required.

• Follow up on outstanding documents, material requests, and deliveries.

• Reporting

• Prepare regular inventory and stock movement reports.

• Provide updates on materials received, issued, damaged, missing, or requiring replenishment.

• Maintain records of supplier deliveries and material documentation.

• Report discrepancies and unusual inventory movements to management.

• Assist the Site & Facility Manager with other site reports and administrative documentation.

Requirements

• OND, HND, or BSc in Business Administration, Office Administration, Accounting, Supply Chain Management, Estate Management, or a related field.
• Minimum of 2 years of relevant experience in site administration, storekeeping, inventory management, construction, real estate, or a related field.
• Previous experience working on a construction or real estate site is an advantage.
• Basic understanding of inventory and stock control procedures.
• Good record-keeping and documentation skills.
• Proficiency in