Administration and Facilities Management Officer at Sendbox Software Technologies Limited

Sendbox is an innovative logistics and e-commerce solutions provider focused on revolutionizing the Nigerian e-commerce landscape. We provide merchants with access to local, national, and international deliveries at the most affordable rates.

At Sendbox, our vision is to become the preferred e-commerce operating system for African merchants that experience challenges with sales and logistics. Our mission is to empower African merchants by giving them the tools and support to participate in e-commerce and fulfil every transaction from the customers regardless of where they are, anywhere in the world.

Joining our team means being part of a forward-thinking company that values creativity, diversity, and continuous learning. If you are passionate about making a difference and want to be part of a team that is shaping the future of e-commerce, we invite you to join us on this journey.

The Administration and Facilities Management Officer will act as the point of contact in providing and managing a broad range of services needed for the day-to-day activities in the organization for the company to operate efficiently.  The individual will be responsible for the operation and maintenance of the office buildings, hubs and other properties.

The individual will be responsible for making sure that the company has the supplies and services it needs; managing office stock, budget preparation for office expenses, coordinating space allocation; examining energy consumption patterns, technology and office equipment usage, liaising with vendors and suppliers plan maintenance and the future replacement of equipment, such as computers, amongst other duties.

This is a supervisory role that requires more time, additional effort, and increased commitment to  making Sendbox’ operations a success.

Responsibilities

• Oversee inventory management - Monitor and document inventory of office supplies, identifying needs for office and hubs, cleaning and stationery, purchase of new materials with attention to budgetary constraints.
• Supervise and effectively coordinate projects – renovations, construction and cleaning.
• Plan, direct and co-ordinate all administrative and facility services such as parking, cleaning, waste disposal, maintenance, and security services.
• Conduct Project Risk Analysis prior to purchase/rental of properties
• Plan best allocation and utilization of space and resources for the office and its premises.
• Manage contractors and vendors’ relationships - Foster good relationships with vendors and contractors, negotiate prices, terms and conditions of service vendors, prepare and review vendors/contractors contracts and follow up to ensure compliance, verify that payments and invoicing match contract pricing, check and verify completed works by contractors and vendors
• Manage asset documentations such as purchase agreements, closing statements, deeds and leases
• Ensure compliance with health and safety standards – Oversee and demonstrate the proper use of safety practices and ensure company standards and safety policies are upheld.
• Establish policies, procedures and work schedules for the department
• Develop and implement cost reduction initiatives 
• Conduct regular facilities/office inspections and document reports.
• Submit periodic reports on real estate assets (updates on construction/renovations, updates on rentals etc.) to management.
• Oversee the payment of dues/subscriptions and renewals e.g. vehicle papers, Internet, electricity bill etc.
• Keep records and service history of all company’s equipment; generators, air-conditioners, pumping machines, etc.
• Develop and implement cost reduction initiatives
• Make arrangements to purchase diesel at the re-order level.
• General office duties like obtaining proforma invoices, making payments of utility bills, purchase of stationery etc.
• Supervises contractors for repairs, renovations, and maintenance.
• Manage the Administrative Staff – Office Assistants, Security Personnel, Receptionist, etc. 
• Undertake other duties as assigned

Skills and Qualifications

• Minimum of a bachelor’s degree in Facility Management, Estate Management, Engineering, Business Administration or other relevant fields
• Relevant professional qualification will be an added advantage
• Minimum of 2 years’ experience in Administration, Project management or Facility Management is required
• Sound knowledge of Health, Safety and Environment (HSE) regulations. 
• Well-versed in Technical/Engineering operations and facilities management best practices
• Proficiency in the use of MS applications including Word, Excel, and Outlook is required.
• Good interpersonal skills
• Ability to coordinate, mediate and solve problems tactfully
• Financial aptitude and budgeting skills
• Excellent verbal and written communication skills
• High sense of responsibility, accountability and ethical standards.
• Planning and organizational skills
• Negotiation skills
• Decision-making skills
• Ability to think through process and procedures
• People-management skills.
• Reporting skills