Administrative Support Staff

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Administrative Support Staff

Surveillant Fire Ltd

Admin & Office

Today

Easy apply

New

Lagos

Full Time

Construction

NGN

150,000 - 250,000

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Job summary

The Admin Support, is responsible for providing administrative, clerical, and coordination support to the Admin/HR and the Sales departments. The role ensures the efficient handling of office records, documentations, and sales support activities.

The successful candidate will ensure that administrative and sales activities are completed efficiently

Min Qualification:

Degree

Experience Level:

Entry level

Experience Length:

2 years

Language Requirement:

English

Work Type:

Full Time

Working Hours:

8 to 5

Applicant Location:

Nigeria

Job descriptions & requirements

Key Accountabilities

• Administrative Support:
• Provide day-to-day clerical and administrative support to the Admin/HR department.
• Prepare, format, print, scan, photocopy, and file official documents.
• Receive, record, distribute, and dispatch incoming and outgoing correspondence.
• Draft routine letters, memos, emails, meeting minutes, and internal communications as directed.
• Schedule meetings, prepare meeting materials, and follow up on assigned administrative tasks.
• Monitor office stationery and other administrative supplies and report replenishment needs.
• Maintain an organized office environment and support general office coordination.
• Human Resources Support:
• Assist in maintaining and updating staff records, personnel files, and employee documentation.
• Support recruitment activities by organizing CVs, scheduling interviews, preparing interview documents, and communicating interview arrangements as authorized.
• Assist with onboarding documentation for newly employed staff.
• Assist in preparing staff lists, internal notices, training schedules, and HR reports.
• Follow up on outstanding staff documentation and ensure records are properly filed.
• Maintain confidentiality when handling employee information and disciplinary records.
• Estimation and Tender Support:
• Provide administrative assistance to the Estimator in preparing quotations, estimates, and tender submissions.
• Enter material descriptions, quantities, unit rates, and other information into approved templates under the Estimator's direction.
• Assist in requesting, receiving, recording, and organizing supplier quotations for estimation purposes.
• Maintain a quotation register showing supplier names, dates received, validity periods, prices, and outstanding responses.
• Assist in formatting and compiling tender documents, commercial proposals, and supporting attachments.
• Follow up on missing quotations, supporting documents, and other information required for estimates.
• Support the Estimator in maintaining records of submitted quotations, tender outcomes, and revisions.
• Communication and Departmental Coordination:
• Serve as an administrative support link between Admin/HR, the Estimator, and other authorized departments.
• Communicate professionally with staff and applicants.
• Follow up on requests and pending documentation assigned by the Admin/HR Officer or Estimator.
• Ensure that relevant information is passed to the appropriate person promptly.
• Escalate urgent deadlines, missing information, and administrative challenges.
• Maintain a professional approach to telephone calls, emails, and in-person enquiries.
• General Office and Operational Support:
• Support the organization of meetings, internal training, and company events.
• Monitor assigned administrative tasks and provide updates on their completion.
• Assist with document preparation for procurement, projects, and other departments when authorized.
• Perform other reasonable administrative duties assigned by management that fall within the scope of the role.

Requirements

• A minimum of 2 years of experience
• A minimum of a degree in a related field
• Good written and verbal communication skills.
• Proficiency in Microsoft Word and Excel.
• Ability to manage email correspondence and electronic filing.
• Accurate data entry and document formatting.
• Good organizational and time-management skills.
• Attention to detail and strong follow-up skills.
• Professional conduct and confidentiality.
• Ability to work collaboratively with different departments.
• Willingness to learn estimation documentation and company procedures.
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