Operations and Admin Associate

Job title: Operations and Admin Associate

Company:

Job description: Job Description :1. Office Administration & Compliance

• Manage the day-to-day administrative functions of the Nigeria office, ensuring operational efficiency.

• Oversee document control and record-keeping for permits, contracts, invoices, and other critical business documents.

• Coordinate with government agencies and regulatory bodies to facilitate business permits, tax filings, operational licenses, and statutory compliance.

• Maintain an organized and well-functioning office environment, including office supplies, utilities, and workspace management.

• Assist in human resource administration, including payroll processing, staff documentation, and onboarding logistics.

• Prepare and manage internal and external communications, including correspondence with vendors, government agencies, and clients.

• Schedule and coordinate meetings, travel arrangements, and appointments for senior executives and field engineers.

​2. Procurement & Vendor Management

• Source and procure spare parts, materials, and services required for ongoing engineering projects.

• Identify and negotiate with local and international suppliers, ensuring cost-effective purchasing and adherence to company standards.

• Monitor inventory levels and track stock movement and spare part consumption.

• Process purchase orders, invoices, and vendor payments in coordination with the finance team.

• Maintain and update the supplier database, ensuring access to reliable vendors for future needs.

• Support import/export processes, customs clearance, and logistics planning.

3. Logistics & Operational Support

• Coordinate transportation and logistics for project materials, ensuring timely delivery and minimal downtime.

• Manage fleet operations, including scheduling, fuel tracking, and vehicle maintenance.

• Ensure on-time dispatch of spare parts, tools, and technical resources to field engineers and project sites.

• Work closely with project managers to track operational performance, project timelines, and service delivery efficiency.

4. Business Development & Sales Support

• Assist the Business Developer in preparing quotations, proposals, and invoices for potential clients.

• Conduct market research to identify suppliers, cost-saving opportunities, and competitive pricing strategies.

• Support the preparation of bid and tender documents, ensuring alignment with submission requirements.

• Maintain client engagement records, ensuring timely follow-ups, contract renewals, and service agreements.

5. Reporting & Performance Tracking

• Prepare weekly and monthly reports on procurement activities, inventory updates, and operational progress.

• Track vendor performance metrics, ensuring compliance with service level agreements (SLAs).

• Maintain financial documentation for operational expenses, providing analysis for cost optimization.

• Report on regulatory compliance status, ensuring the organization adheres to all statutory obligations.

RequirementsTechnical and Functional Skills:

• Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint, Outlook).

• Experience with ERP and procurement management systems.

• Familiarity with supply chain and inventory management best practices.

• Knowledge of Nigerian procurement laws, business regulations, and compliance processes.

• Experience in logistics coordination and fleet management.

• Understanding of contract management, tender preparation, and vendor sourcing.

Academic Qualifications

• Bachelor’s degree in Business Administration, Procurement, Operations Management, or a related field.

Relevant Experience

• 3-5 years of experience in procurement, operations, or office administration in an engineering or industrial setting.

• Experience in sourcing spare parts, equipment, and technical materials is an advantage.

• Strong background in regulatory compliance, business permit processing, and documentation management.

• Prior experience working in a fast-paced, multinational business environment is highly desirable.

Expected salary:

Location: Lagos, Lagos State

Job date: Sat, 12 Apr 2025 04:32:16 GMT

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