Senior Administrative Officer

POSITION OVERVIEW:

The Administrative Officer is responsible for managing and streamlining the daily administrative operations at LezDo TechMed, ensuring an efficient, well-organized, and professional work environment. The role involves overseeing office operations, coordinating with vendors, maintaining records, managing facilities, and supporting event logistics. This position requires strong organizational skills, attention to detail, and the ability to manage multiple priorities effectively to support smooth business operations.

KEY RESPONSIBILITIES

Office Operations Management

• Oversee daily office activities to ensure a professional, efficient, and well-organized work environment.
• Manage office supplies, equipment maintenance, and vendor service scheduling.
• Ensure the cleanliness, organization, and proper maintenance of office premises and facilities.
• Supervise and guide junior administrative staff to ensure timely task completion.

Communication & Coordination

• Act as the central point of contact for inter-departmental communication and senior management scheduling.
• Coordinate and arrange meetings, conferences, and company events, ensuring all logistics are in place.
• Handle travel arrangements for management and staff, including booking and itinerary preparation.

Vendor & Contract Oversight

• Identify, evaluate, and onboard vendors for office-related services.
• Negotiate service terms and monitor vendor performance to ensure quality and cost efficiency.
• Manage office utilities including electricity, internet, landline, and related service providers.
• Maintain vendor databases, track contract renewals, and oversee timely invoice processing.

Records & Document Management

• Maintain organized filing systems for administrative records (both physical and digital).
• Implement document control protocols, ensuring version accuracy and accessibility.
• Archive and retrieve records promptly when required.

Facility Supervision

• Coordinate with facility service providers for maintenance, repairs, and infrastructure needs.
• Monitor the readiness and cleanliness of meeting rooms, workstations, and common areas.
• Address facility-related issues promptly to avoid operational disruptions.

Event & Meeting Support

• Plan and execute internal events, training sessions, and workshops.
• Prepare meeting agendas, supporting materials, and follow-up action trackers.
• Ensure events are delivered within set timelines and budget constraints.

Financial & Vendor Record Maintenance

• Maintain accurate records of office expenditures, budgets, and vendor interactions.
• Track administrative spending and prepare periodic expense summaries for management.
• Assist in budget forecasting for administrative functions.

Process Improvement & Reporting

• Identify and implement improvements in administrative processes to enhance efficiency.
• Prepare monthly administrative performance reports for management review.
• Suggest cost-saving measures in office operations without compromising quality.
• Guide and manage team members in the administration department to ensure smooth operations and staff development.

REQUIREMENTS:

• Bachelor's degree in any discipline.
• 5 to 8 years of proven experience in administrative roles, with at least 2–3 years in a senior or supervisory capacity.
• Proven organizational and time management skills.
• Excellent verbal and written communication abilities.
• Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Strong interpersonal skills and the ability to handle tasks proactively.
• Ability to multitask, prioritize tasks, and manage time efficiently.

Added Advantage:

• Previous administrative or office management experience in a corporate or service-based environment.
• Experience managing vendor relationships and facility services.
• Familiarity with record management systems and office documentation processes.
• Exposure to corporate event planning and coordination.

Job Type: Full-time

Work Location: In person