Reception & Administrative Assistant at Librod Energy Services Limited.(₦150,000)

Role Overview

• The Front Desk Officer/Administrative Assistant will be responsible for the efficient running of reception operations.
• The candidate provides administrative and logistical support across the departments and coordinates the maintenance and supervision of company-owned and affiliated properties within Lagos.
• The officer also provides administrative support to the MD, coordinates with service providers, and upholds compliance with internal processes and service standards.

Responsibilities
Front Desk Operations:

• Reception Management, greet and welcome visitors in a professional and friendly manner.
• Ensure all visitors are recorded, and notify/confirm with the relevant department or executive before granting them access.
• Answer, screen, and forward incoming phone calls, taking messages when necessary.
• Provide basic and accurate information, in-person and via phone calls/emails to clients and visitors.
• Assist with various administrative tasks, including data entry, photocopying, filing, and managing office supplies.
• Manage and maintain the meeting room schedule, ensuring all bookings are logged and conflicts are resolved.
• Assist in planning and organizing company events and functions as directed.
• Provide administrative support to Librod’s sister companies and affiliated entities in Lagos as assigned.
• Ensure the front desk area is tidy and presentable, with all necessary materials (e.g., pens, forms, etc.) available.

Petty Cash Management:

• Process and manage petty cash transactions.
• Maintain accurate records and receipts for all petty cash expenses and regularly reconcile petty cash balances.

Courier/Mail Dispatch:

• Coordinate and manage courier services for dispatching and receiving documents and packages.
• Track to ensure timely delivery and receipt of courier items.
• Accurately document the receipt and dispatch of all documents and packages.

Stationery and Supplies Management:

• Order and distribute office stationaries, and supplies as needed.
• Monitor and accurately record inventory levels to avoid shortages.
• Conduct regular inventory audits to reconcile discrepancies.
• Source cost-effective supplies and manage budgets.

Hotel Reservations:

• Coordinate and manage hotel reservations for staff and guests.
• Ensure bookings are confirmed and communicated to relevant parties.

Vehicle and Logistics Planning:

• Assist in planning and coordinating logistics for company vehicles.
• Coordinate and oversee the pre-mobilization of company and vendor vehicles.
• Coordinate and facilitate the maintenance of the company fleet of vehicles, ensuring they are in optimal condition.
• Schedule regular maintenance and inspections to prevent breakdowns and ensure safety.
• Track and maintain accurate records of all maintenance and cost.

Procurement of Office Items:

• Handle the processing of requests and procurement of office items, ensuring timely and cost-effective procurement processes.
• Maintain and manage inventory records of office supplies and assets, ensuring adequate re-order and stock levels are maintained.
• Oversee and implement the numbering of all assets under the HR/Admin. purview, maintaining error-free records.

Utilities Management:

• Monitor and ensure prompt payment of utilities such as telephone, DSTV, electricity, etc.
• Liaise with utility service providers to address any issues and negotiate service agreement.

Office and Property Coordination:

• Oversee maintenance and repairs of office equipment, facilities, and official vehicles.
• Ensure timely renewal of vehicle documents and driver licences through registered vendors.
• Supervise the routine maintenance and servicing of office generators in collaboration with MIKANO.
• Ensure regular electricity purchase and DSTV subscription renewal for the office.
• Serve as a focal point for Security Guards, maintaining schedules, discipline, and performance tracking.
• Coordinate and supervise maintenance and upkeep of all Librod and affiliated company properties located in Lagos.
• Ensure effective service delivery and coordination of routine inspection of residences, guest houses, warehouses, or office spaces owned or leased by Librod and its Partner companies.
• Develop and implement a preventive maintenance schedule for all building systems (AC, generators, electrical, plumbing).
• Issue Job Completion Certificate to vendors who have completed their jobs successfully.Track job request progress, payment, and completion.

Staff Support:

• Provide uniforms and other working tools to staff as applicable, ensuring they have the necessary resources to perform their duties effectively.
• Process company phones and IDs for new staff, ensuring they are fully equipped from day one.

Travel and Accommodation:

• Verify travel itineraries and make recommendations on the most cost-effective flights and routes.
• Process invoices for tickets issued and ensure timely payment to travel agents.
• Coordinate and manage hotel reservations for staff and guests, ensuring comfortable and cost-effective accommodations.
• Ensure bookings are confirmed and communicated to relevant parties.

Managing Director, Administrative Support:
Compliance Responsibilities:

• Enforce front desk protocols and access control procedures in line with company policy.
• Maintain confidentiality and secure handling of documents in accordance with NDPR and Librod’s data protection standards.
• Ensure administrative, and facility-related activities comply with internal audit, procurement, and operational guidelines.
• Promote and enforce HSE standards in all office areas, including reception and common spaces.
• Maintain accurate logs for service coordination, vendor activities, utility payments, and facility repairs.
• Promptly report any security breaches, safety hazards, policy violations, or unethical behaviour to the appropriate supervisor.
• Conduct all duties with professionalism, discretion, and in alignment with Librod’s ethical and

QHSE (Quality, Health, Safety, and Environment):

• Adhere to all QHSE standards and guidelines to maintain a safe and healthy work environment.
• Participate in QHSE training sessions and stay updated on best practices for maintaining a safe workplace ensuring zero-incident and accident rate.
• Actively participate in Unsafe Act/Unsafe Condition (UAUC) reporting.
• Other tasks as may be assigned.

Qualifications
Education and Experience:

• Bachelor’s Degree in Business Administration, Management, or a related field.
• Experience liaising with regulatory bodies will be an advantage.
• Minimum of 3-5 years of proven experience supporting C-level executives in a fast-paced, high-demand environment.
• Experience in the energy, oil and gas, or engineering sector is a plus.

Technical Expertise:

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Knowledge of project management tools – Slack, ClickUp, Zoho etc., and digital collaboration platforms – Teams, Zoom, etc.
• Travel management.

Skills and Competencies:

• Strong organizational and time management skills, with the ability to manage multiple priorities effectively.
• Excellent written and verbal communication skills.
• High level of professionalism, discretion, and confidentiality.
• Proactive problem-solving skills with keen attention to detail.
• Strong interpersonal skills to engage with stakeholders at all levels.

Personal Attributes:

• Results-driven and proactive with a positive attitude.
• Adaptable, resilient, and able to work under pressure.
• Loyal, trustworthy, and able to maintain strict confidentiality.
• Collaborative, approachable, and a natural relationship builder.