Office Support Assistant at the Dog Food Shop Limited

The Dog Food Shop Limited has adopted a solutions-oriented approach towards the delivery of world-class, discriminately selected brands of dry and wet foods, supplements and non-food products for your dogs and cats.

We are recruiting to fill the position below:

Job Title: Office Support Assistant

Location: Surulere, Lagos
Employment Type: Full-time
Reports To: General Manager
Staff Category: Junior Staff Level

Job Overview

• The Office Support Officer will be responsible for ensuring smooth and efficient operations within the office by providing a wide range of administrative, logistical, and operational support.
• This role involves managing office equipment, maintaining maintenance logs, handling vendor relations, and ensuring the office environment is well-organized and fully functional.
• The ideal candidate will possess strong organizational and communication skills and have the ability to manage multiple tasks efficiently.

Duties and Responsibilities
General Office Support:

• Assist with the day-to-day administrative operations of the office, ensuring that it runs efficiently.
• Manage the office environment by ensuring cleanliness, organization, and proper stocking of office supplies.
• Support staff by performing clerical tasks such as photocopying, scanning, data entry, and filing documents.
• Coordinate office supply orders, monitor stock levels, and ensure that all supplies are ordered and replenished on time.

Equipment Maintenance and Log Management:

• Maintain a detailed log of all office equipment, ensuring each item has a dedicated maintenance card that tracks servicing dates, issues, and resolutions.
• Ensure all office equipment (e.g., printers, scanners, computers, and telecommunication devices) is functioning correctly and schedule regular maintenance as necessary.
• Coordinate with external service providers for repairs, upgrades, or replacement of faulty equipment, ensuring minimal disruption to office operations.
• Monitor warranties and service agreements for all office equipment, ensuring compliance with terms and renewing contracts as needed.

Vendor Management:

• Serve as the primary point of contact for all office vendors, ensuring strong working relationships are maintained.
• Handle procurement processes, including selecting vendors, obtaining quotes, and negotiating contracts to ensure cost-effective services for the company.
• Oversee vendor deliveries, ensuring timely and accurate delivery of goods and services according to the agreed terms.
• Maintain a vendor database that includes contact information, service agreements, and performance history.
• Monitor vendor performance and address any issues that arise, ensuring that service standards are consistently met.

Facility Maintenance and Coordination:

• Ensure the office is in proper working order by coordinating repairs and maintenance of office facilities, such as plumbing, electrical systems, air conditioning, and general office upkeep.
• Work with fleet management to schedule preventive maintenance activities and respond to any facility-related emergencies.
• Manage office safety by ensuring fire safety measures, first aid kits, and emergency exits are well maintained and in compliance with safety regulations.
• Liaise with internal/external cleaning services to ensure that the office is kept clean and presentable at all times.

Record and File Management:

• Organize and maintain both physical and digital filing systems to ensure that records are kept accurately and securely.
• Assist in archiving and retrieving office documents as needed, ensuring compliance with document retention policies.
• Maintain confidentiality in handling sensitive information and records.

Vendor Invoice Processing and Budget Management:

• Track and process invoices from vendors and suppliers, ensuring that all billing and payments are accurate and timely.
• Assist in preparing budgets for office supplies, equipment maintenance, and facility management services.

Meeting and Event Coordination:

• Support the scheduling and coordination of meetings by preparing meeting rooms, organizing materials, ensuring necessary equipment is available and functional, and taking of meeting minutes.
• Assist in organizing office events, training sessions, and staff activities by coordinating logistics, communicating with vendors, and ensuring all preparations are completed.
• Manage the bookings for flight tickets, etc.

Communication and Correspondence:

• Serve as the primary contact for internal and external communications related to office support, ensuring queries and requests are handled promptly by escalating to the relevant department.
• Distribute incoming and outgoing mail and packages, ensuring they are routed to the correct personnel.
• Manage company-wide communications related to office operations, including announcements, policy updates, or facility-related alerts.

Qualifications

• Minimum of OND in Business Administration, Office Management, or a related field.
• 1-2 years of experience in an administrative or office support role. Experience with equipment maintenance and vendor management is preferred.

Requirement & Skills:

• Strong organizational skills, with attention to detail.
• Excellent verbal and written communication skills.
• Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint) and other office management tools.
• Experience with vendor management and procurement processes.
• Basic knowledge of office equipment maintenance and troubleshooting.
• Ability to multitask and prioritize tasks in a fast-paced environment.
• Professional demeanor with strong interpersonal skills.
• Ability to work independently and as part of a team.
• Corporate Governance - Must be adaptable and committed to upholding corporate governance principles and standards.

Key Competencies:

• Time Management - Ability to manage multiple tasks simultaneously, ensuring deadlines are met.
• Problem-Solving - Strong troubleshooting skills to handle equipment issues and facility-related problems effectively.
• Vendor Relations - Ability to manage vendor relationships, negotiate contracts, and oversee the delivery of goods and services.
• Attention to Detail - Keen eye for ensuring accuracy in documentation, invoices, and equipment logs.
• Team Collaboration - Ability to work with cross-functional teams and support office-wide initiatives.
• Budgeting - Experience with managing budgets for office supplies, maintenance, and vendor services.

Salary
N80,00 - N100,000 / month.

Application Closing Date
19th November, 2024.

Method of Application
Interested and qualified candidates should send their CV to: [email protected] Cc: [email protected] , [email protected] using the Job Title as the subject of the mail.