Stretch-it Concepts - Our client is a construction and engineering company providing comprehensive construction, infrastructure, engineering and maintenance solutions to clients across the public and private sectors.
The company is committed to delivering quality projects, innovative engineering solutions and reliable services through professional expertise, effective project execution and strong client relationships.
We are recruiting to fill the position below:
Job Title: Business Executive (Office Management & Operations Support)
Location: Lagos Employment Type: Full-time Gender Preference: Female candidates are strongly encouraged to apply.
Job Summary
The Business Executive will be responsible for coordinating the company's office administration, managing day-to-day administrative activities and providing structured support to the Business Development & Operations Manager.
The role will ensure that the office operates efficiently, administrative processes are properly managed, employees adhere to established procedures, business records are maintained and management directives are effectively implemented.
The successful candidate will also support business development activities, client relationship management, project coordination and general operational assignments.
The ideal candidate must be highly organised, firm, detail-oriented and capable of independently managing office administration while maintaining effective communication with management, employees, clients and external stakeholders.
Key Responsibilities Office Management & Administration:
Take charge of the day-to-day management and coordination of the company's office activities.
Ensure that the office environment is organised, functional, professional and conducive to productivity.
Coordinate office supplies, stationery, equipment, utilities and other administrative requirements.
Monitor the use, maintenance and proper handling of office equipment, furniture and other company assets.
Ensure adequate availability of office materials and consumables and initiate timely requests for replenishment.
Coordinate office maintenance, repairs, cleaning services and other facility-related requirements.
Manage incoming and outgoing correspondence, calls, emails and official communications.
Maintain an effective filing and documentation system for both physical and electronic records.
Manage office schedules, appointments, meetings and administrative calendars.
Ensure visitors and clients are properly received and attended to.
Coordinate logistics for meetings, official engagements and company activities.
Maintain proper records of office expenses, purchases, requests and administrative transactions.
Administrative Coordination & Staff Monitoring:
Coordinate daily administrative activities and ensure that assigned responsibilities are carried out promptly.
Monitor staff attendance, punctuality and adherence to established office procedures.
Maintain attendance records and bring irregularities or concerns to the attention of the Business Development & Operations Manager.
Follow up on outstanding assignments, internal requests and management directives.
Ensure that employees submit required reports and documentation within stipulated timelines.
Coordinate internal communication and ensure that relevant information is properly circulated.
Assist in scheduling staff meetings and documenting meeting discussions and action points.
Maintain records of staff movements, official assignments and approved absences where required.
Support the implementation and enforcement of office policies, procedures and administrative guidelines.
Escalate recurring administrative lapses, delays and compliance issues to the Manager.
Business Development Support:
Research potential clients, business opportunities and prospective projects within the construction and engineering industry.
Maintain an updated database of clients, contractors, consultants, suppliers and other business contacts.
Assist in identifying tender opportunities and procurement advertisements.
Support the preparation of business proposals, company profiles, presentations, quotations and other business documents.
Follow up on prospective clients, submitted proposals and outstanding business enquiries.
Coordinate business meetings, client presentations and other business development engagements.
Maintain proper records of business leads, client interactions and follow-up activities.
Operations & Project Coordination Support:
Support the Business Development & Operations Manager in coordinating the company's operational activities.
Follow up with relevant personnel on assigned tasks and outstanding deliverables.
Assist in tracking project activities, schedules, documentation and progress updates.
Coordinate communication between management, office personnel, project teams and external stakeholders.
Maintain proper records of project correspondence, reports, schedules and other relevant documents.
Assist with the coordination of procurement requests, logistics and administrative arrangements.
Monitor pending operational issues and ensure that they are brought to the Manager's attention.
Support the implementation of management decisions and operational instructions.
Procurement & Vendor Coordination:
Obtain quotations for office supplies, equipment, services and other administrative requirements.
Coordinate with approved vendors and service providers on deliveries, maintenance and other requests.
Maintain an updated vendor and supplier database.
Track purchase requests, approvals, deliveries and supporting documentation.
Ensure that purchases and administrative expenses follow approved procedures.
Maintain proper records of invoices, receipts and other procurement documents.
Documentation, Reporting & Record Management:
Maintain an effective document management and filing system.
Ensure proper documentation of company correspondence, contracts, proposals, reports and administrative records.
Prepare periodic office administration and operational support reports.
Maintain trackers for staff attendance, office expenses, procurement requests, pending tasks and other administrative activities.
Prepare meeting minutes and follow up on agreed action points.
Ensure that important documents are properly stored, updated and readily accessible to authorised personnel.
Provide timely administrative updates to the Business Development & Operations Manager.
Key Performance Indicators (KPIs) Performance will be assessed based on:
Overall efficiency and organisation of the office.
Proper maintenance of company records and documentation.
Staff attendance monitoring and adherence to office procedures.
Timely execution and follow-up of administrative assignments.
Effective coordination of office supplies, facilities and vendors.
Accuracy of administrative reports and expense records.
Responsiveness to management directives and internal requests.
Effective coordination of meetings, correspondence and official engagements.
Timely follow-up on business development leads and client enquiries.
Quality of administrative and operational support provided to management.
Qualifications & Experience
Bachelor's degree or HND in Business Administration, Office Management, Management Sciences, Public Administration or a related discipline.
3–5 years of relevant experience in office administration, executive assistance, business operations or administrative management.
Experience working in a construction, engineering, infrastructure or related company will be an added advantage.
Previous experience coordinating office operations, managing administrative processes and supporting senior management.
Good knowledge of office procedures, documentation and record management.
Required Skills & Competencies:
Strong office management and administrative coordination skills.
Excellent organisational and multitasking abilities.
Strong written and verbal communication skills.
Proficiency in Microsoft Office applications, particularly Word, Excel and PowerPoint.
Good report-writing and documentation skills.
Ability to coordinate people, processes and administrative activities.
Strong follow-up and task management abilities.
Good interpersonal and stakeholder management skills.
Ability to maintain confidentiality and handle sensitive company information.
Strong attention to detail and problem-solving skills.
Ability to work independently, take initiative and exercise sound judgement.
Firmness, professionalism and the ability to enforce established office procedures.
Personal Attributes:
The ideal candidate must be organised, disciplined, proactive, firm and highly dependable. She must possess the confidence to coordinate administrative activities, follow up with employees, enforce office procedures and ensure that assigned responsibilities are completed.
She must also demonstrate professionalism, discretion, accountability and the ability to work effectively with management, employees, clients and external stakeholders.
Reporting Structure:
The Business Executive will report directly to the Business Development & Operations Manager and will work closely with other departments and project personnel to ensure effective coordination of office and business activities.