Assistant Manager - Admin

Job title : Assistant Manager - Admin

Reports To: Manager – HR & Admin
Work Days: Mon- Sat (8.30am - 6pm)

Job Purpose

• The Assistant Manager – Administration will drive operational efficiency across four core pillars: Facility Management, Fleet Management, Immigration & Protocol, and Accommodation & Travel Management.
• This role relies heavily on advanced Excel skills and data analysis to track regulatory compliance timelines, optimize asset utilization, manage third-party vendors, and tightly control operational budgets.

Key Responsibilities
Facility Management & Production Support:

• Factory & Corporate Upkeep: Coordinate routine, preventive, and emergency maintenance across office buildings, production floors, and warehouses.
• Utility & Power Tracking: Maintain automated Excel logs tracking diesel consumption, public grid power billing, and generator runtime to flag waste and optimize energy costs.

Immigration, Protocol & Air Ticket Bookings:

• Quota & Visa Tracking: Build and manage automated Excel compliance dashboards for Expatriate Quotas, CERPAC (Green Cards), Business Visas, and Subject-to-Regularization (STR) processes.
• Statutory Compliance: File mandatory monthly Expatriate Quota Returns with the Ministry of Interior, ensuring zero lapses or government fines.
• Airport Protocol & Security: Supervise seamless meet-and-greet airport reception services, visa-on-arrival processing, and secure transit logistics (including MOPOL escorts) for international guests and technical partners.
• Travel & Flight Management: Oversee domestic and international air ticket bookings, manage travel agency relationships, and track flight spend and refund data in Excel to minimize corporate travel overheads.

Fleet Management & Logistics:

• Fleet Analytics: Analyze vehicle fueling data, mileage records, and GPS tracking logs in Excel to eliminate fuel theft and optimize trip routing.
• Maintenance & Licensing: Schedule preventive maintenance for all factory vehicles, trucks, and pools. Maintain an automated dashboard tracking registration, hackney permits, and insurance renewal dates.
• Driver & Logistics Management: Supervise corporate drivers, manage shift schedules, and run routine safety and route compliance audits.

Accommodation & Residence Maintenance:

• Guest House & Housing Management: Oversee the daily operations, housekeeping, and catering standards of expatriate residences and corporate guest houses.
• Estate Facility Management: Manage dedicated estate infrastructure, including water treatment systems, backup power, central HVAC systems, and residential security deployments.
• Expat Welfare Coordination: Ensure swift resolution of maintenance complaints raised by expatriate residents, logging response times and vendor performance indicators in Excel.

Vendor Management & Data-Driven Budgeting:

• Data Analysis & Reporting: Clean, manipulate, and analyze monthly admin spend data using Excel (Pivot Tables, XLOOKUP) to present variance reports to executive management.
• Vendor Scorecards: Evaluate third-party service providers (janitorial, diesel suppliers, mechanics, landlords, travel agencies) using data-driven performance scorecards to negotiate commercial contracts.

Required Skills and Qualifications

Experience & Education:

• Education: Bachelor’s Degree or HND in Business Administration, Engineering, Project Management, Statistics, or an equivalent field.
• Experience: 5–7 years of corporate administration experience, with a minimum of 3 years handling a combined portfolio of facilities, fleets, corporate travel, and immigration within a manufacturing or large industrial setting in Nigeria.

Technical, Data & Regulatory Skills:

• Advanced MS Excel: Deep proficiency in Pivot Tables, XLOOKUP/VLOOKUP, Power Query, conditional formatting, and creating interactive administrative dashboards.
• Immigration Frameworks: Practical, current knowledge of Nigerian Immigration Service (NIS) regulations, visa processing, and Ministry of Interior quota guidelines.
• Facility & Asset Management: Strong understanding of preventive maintenance frameworks for residential estates, manufacturing facilities, and heavy-duty vehicles.

Soft Skills:

• Analytical Mindset: Strong numerical accuracy and an innate ability to spot trends, anomalies, and waste in operational data.
• Crisis Management: High emotional intelligence and the ability to solve emergency transit, flight cancellations, facility failures, or immigration issues calmly and efficiently.
• Vendor Diplomacy: Exceptional negotiation skills tailored to the Nigerian corporate,