Administrative Officer Job at Vestates

Vestates was born on the 19th March 2013 as a private Limited Liability company, to launch out into the real estate and property management services space. Our aim over the years has been to provide complete real estate services. These include the sale and lease of residential and commercial properties, and long-term property management within Nigeria and Internationally. From our early days of operation, we have focused on using technology to compete and create a niche for ourselves in the Nigerian real estate industry. Unfortunately, we had to step down to a more analogue approach if we were to work with other stakeholders in the real estate space in Nigeria. We dare say that, Vestates was ahead of its time in that regard.

Over time we have grown to possess a large network of clients, nationally and internationally, including work methods with a stable structure, enforced by a highly skilled and upright team. The corona virus pandemic (COVID-19) has indirectly exposed how dependent the world is on technology, to transmit information among other things; same importance is applicable to our business and cannot be overstated. Technology has now been brought back to our focus, thereby sponsoring seamless growth in our operations scale.

We are recruiting to fill the position below:

Job Position: Administrative Officer

Job Location: Abuja (FCT)
Employment Type: Full-time
Reports to: Senior Administrative Manager

Job Summary

• The Admin Officer provides essential administrative support to the Senior Admin Manager and ensures smooth day-to-day office operations. This role involves drafting correspondence, managing documentation, coordinating vehicle usage, maintaining office supplies, and assisting with communication and event management.

Key Responsibilities

• Draft offer letters, invoices, and various official letters and notices.
• Review tenancy, sales, property management, and other agreements.
• Correspond professionally with clients and prospective clients.
• Establish and maintain a thorough documentation and filing system.
• Receive and process fund requests, maintaining detailed and accurate expense records.
• Coordinate and oversee the smooth operation of the company’s carpool, including drivers and vehicles, in collaboration with the Front Desk Officer.
• Supervise the Front Desk Officer in maintaining accurate vehicle usage logs, fuel consumption records, and movement schedules.
• Ensure all vehicle documentation (licenses, insurance, etc.) are valid, up to date, and properly filed.
• Review and approve the driver roster prepared by the Front Desk Officer to ensure efficient service delivery and coverage.
• Monitor and report on vehicle performance, maintenance needs, and related expenses to the Senior Admin Manager.
• Maintain a reliable inventory of office consumables.
• Monitor office stock levels and place orders as necessary.
• Prepare regular reports on office supply expenses and budgets.
• Maintain an accurate inventory management system.
• Conduct quarterly market price surveys to ensure value for money in procurement.
• Oversee office cleanliness and ensure that external areas (lawns, gardens, walkways, parking areas) and office interiors are well maintained.
• Supervise the Front Desk Officer to ensure guests are professionally welcomed and directed.
• Oversee the successful management of incoming calls, mail, and packages handled by the Front Desk Officer
• Schedule and coordinate internal appointments, meetings, and conference room bookings.
• Initiate and/or support the planning and coordination of company events and meetings.
• Prepare outgoing mail, draft correspondences, properly receive written correspondences, and manage correspondence/parcel dispatches when necessary.
• Adapt to reasonable changes or additions to duties as communicated.

Qualifications

• Bachelor’s degree or HND in Business Administration, Office Management, or related field preferred.
• Minimum of 3 years of experience in an administrative role, preferably in property management or a corporate environment.
• Familiarity with property management documentation and processes is advantageous.

Skills & Competencies:

• Strong organizational and multitasking skills with excellent attention to detail.
• Effective written and verbal communication abilities.
• Proficiency in Microsoft Office (Word, Excel, Outlook).
• Ability to maintain confidentiality and handle sensitive information discreetly.
• Good interpersonal skills and customer-service orientation.
• Strong time management and prioritization capabilities.
• Ability to work independently and collaboratively within a team.
• Proactive problem-solving skills.

Salary
N250,000 - N300,000 / Month.

Note: Only shortlisted candidates will be contacted, please.