Administrative Assistant (Operations)

Job Summary

We're looking for someone who enjoys bringing order to busy environments and takes pride in getting things right.

This isn't the kind of administrative role where you'll spend your day filing documents or simply ticking off tasks. You'll be involved in the day-to-day running of our operations, helping different departments stay organised, ensuring important tasks don't fall through the cracks, keeping operational data accurate, and making sure the business has the information it needs to make good decisions.

We're looking for someone who is happy to roll up their sleeves, learn quickly, and take ownership of their work. If you're naturally organised, enjoy solving problems, and like being the person people can rely on, you'll fit in well here.

What Success Looks Like

• Success in this role means becoming someone the business can rely on.
• Within your first few months, you'll be expected to confidently manage your core responsibilities with minimal supervision, maintain accurate operational records, communicate proactively, and consistently meet deadlines.
• As you grow in the role, we'll expect you to identify opportunities to improve processes, take ownership of challenges, and become a trusted administrative assistantto the wider business.

Responsibilities

• As our Administrative Assistant (Operations), you'll support the day-to-day operations of the business by helping to keep our systems, information, and processes running smoothly.
• You'll work closely with different departments, including Operations, Finance, Marketing, IT, Creative, and Product Management.
• You'll be reconciling accounts, manage inventory, preparing reports, follow up on outstanding operational tasks, coordinatebetween teams, updating records, managing inboxes, group chats, and making sure information is accurate before it reaches management.
• You'll also support our day-to-day procurement activities by purchasing office supplies, maintaining procurement records, and ensuring the business has the resources it needs to operate efficiently. As the businessgrows, you'll gradually become more involved in broader procurement activities, so previous exposure to procurement is an advantage.
• This role is ideal for someone who enjoys variety, likes working with numbers and data, and takes satisfaction in making sure things are done properly.

Key Responsibilities
Administrative Support:

• Support the day-to-day administrative and operational activities of the business.
• Keep records, documents, and operational information organised and up to date.
• Coordinate administrative activities where required.
• Ensure assigned tasks are completed accurately and on time.

Order Fulfilment:

• Fulfil all website orders.
• Send out tracking IDs to customers.
• Track orders to ensure it arrives to the customer safely and in good condition.

Inventory Management & Reconciliation:

• Monitor inventory records across our sales channels.
• Carry out inventory trackingand investigate any discrepancies.
• Work with the Product Management teams to maintain accurate stock records.
• Highlight any inconsistencies or issues before they become bigger problems.
• Reconcile and attribute account.

Reporting & Data Management:

• Prepare daily, weekly, and monthly operational reports.
• Update KPI trackers and operational spreadsheets.
• Analyse data for accuracy and identify trends or unusual findings.
• Present information clearly and accurately for management review.

Email & Chat Communication Management:

• Manage all inboxes and ensure emails and chats are responded to promptly and professionally.
• Follow up on outstanding requests until they are resolved.
• Keep management informed of important updates and escalate issues where necessary.

Cross-Team Coordination:

• Work closely with different departments to keep tasks and operational activities moving.
• Follow up on outstanding actions and ensure nothing important is left unattended.
• Help improve communication and coordination across teams.

Data and Productivity Tools:

• Use Microsoft Excel and other administrative tools to organise, analyse, and maintain operational data with a high level of accuracy.

• Create, update, and manage spreadsheets, reports, trackers, and dashboards that support day-to-day business operations.

• Maintain accurate records across internal systems and ensure data integrity at all times.

• Leverage technology and productivity tools to improve efficiency, streamline workflows, and support informed decision-making.

• Continuously develop proficiency in administrative systems and identify opportunities to use technology to improve operational processes.

Procurement Support:

• Purchase office supplies and operational materials when required.
• Maintain procurement records and supplier information.
• Support additional procurement activities as the business expands.

Process Improvement:

• Look for practical ways to improve how work is done.
• Suggest ideas that make processes more efficient, accurate, or easier to manage.
• Take ownership of issues and see them through to resolution.

Requirements

To succeed in this role, you'll need:

• A Bachelor's Degree in Business Administration, Office Management, Management, Accounting, Economics, or a related discipline.
• A minimum of 3 years' experience in an administrative, operations, inventory management, finance support, or coordination role.
• Advanced proficiency in Microsoft Excel, with the ability to organise, analyse, and interpret data, build and maintain reports, manage operational trackers, and identify inconsistencies with a high degree of accuracy.
• Strong working knowledge of Microsoft Office Suite and the ability to quickly learn and adapt to new administrative systems, business applications, and productivity tools.
• Excellent analytical, numerical, and problem-solving skills, with the ability to make sound decisions based on data.
• Exceptional attention to detail and a commitment to producing accurate, high-quality work.
• Excellent written and verbal communication skills, with the ability to communicate professionally across all levels of the business.
• Strong organisational and time management skills, with the ability to manage multiple priorities, meet deadlines, and remain effective in a fast-paced environment.
• A proactive mindset with the ability to work independently, take ownership of responsibilities, and follow tasks through to completion with minimal supervision.
• High standards of professionalism, integrity, discretion, and confidentiality when handling sensitive business information.

Who we're alaooking For:

• Experience is important, but it's not the only thing we're looking at.
• We're looking for someone who naturally takes ownership of their work.
• Someone who notices problems before they're pointed out.
• Someone who follows through without needing constant reminders.
• Someone who enjoys working with numbers, spreadsheets, reports, and operational data.
• Someone who asks questions, looks for better ways of doing things, and genuinely cares about producing quality work.
• We value people who are dependable, organised, proactive, and willing to learn. If you enjoy solving problems, staying organised, and making a meaningful contribution to the success of a business, we'd like to hear from you.

This Role Is Not For You If:

• If you prefer waiting for instructions instead of taking initiative, this probably isn't the right fit.
• If you're comfortable leaving tasks unfinished because someone else will eventually deal with them, this role will likely frustrate you.
• If working with spreadsheets, reports, numbers, or operational data isn't something you enjoy, you probably won't find this role rewarding.
• We're a business, and everyone is expected to take ownership, communicate well, follow through on commitments, and look for ways to improve how we work.
• We're not looking for perfection, but we are looking for people who care about doing a good job and are willing to learn.

Why Join Us:

• We're building a business with long-term growth in mind, and we believe the right people should grow with it.
• This isn't a role where you'll spend years doing the same routine tasks. As the business evolves, you'll have the opportunity to develop new skills, take on greater responsibility, and broaden your experience across operations, procurement, inventory management, reporting, and business processes.
• We're looking for someone who wants more than just a job. We want someone who's excited by the idea of learning, improving, and building a long-term career in administration.
• If you're someone who enjoys solving problems, taking ownership, and making a meaningful contribution, you'll find plenty of opportunities to grow here. We invest in people who are committed, dependable, and willing to learn because we believe our success is built on the strength of our team.
• If you do your job well, your growth won't be limited by your job title.

Salary
N250,000 - N300,000 per month.

Application Closing Date
31st August, 2026.

How to Apply
Interested and qualified candidates shouldsend their CV along with a cover letter addressing the questions below to: View email address on hotnigerianjobs.com using the job title as the subject of the email.

Questions (maximum 200 words per question)

• Tell us about and a time you improved a process or way of working without being asked. What did you do, and what was the outcome?
• Describe a situation where you spotted a mistake or problem before anyone else noticed. How did you handle it?
• Tell us about a time you had several urgent tasks competing for your attention. How did you decide what to prioritise?
• Why do you believe you're a good fit for this role, and what value do you think you would bring to our team?

Recruitment Process
Our recruitment process consists of five stages designed to assess both technical ability and overall suitability for the role.

Stage 1 – Application Review:

• Applications will be reviewed based on your CV, cover letter, and responses to the application questions. Candidates who best meet our requirements will be shortlisted.

Stage 2 – Practical Assessment & Video Presentation:

• Shortlisted candidates will complete a practical assessment based on real workplace scenarios and submit their completed work along with a short video presentation explaining their approach and recommendations.

Stage 3 – Competency-Based Interview:

• Candidates who successfully complete the assessment will be invited to attend a face-to-face interview.

Stage 4 – Workplace Simulation:

• Successful candidates will be invited to our office to complete a practical workplace simulation designed to reflect the day-to-day responsibilities of the role.

Stage 5 – Final Evaluation & Offer:

• Following the final assessment, successful candidates will undergo reference checks before a final hiring decision is made. Candidates who meet our expectations will receive an offer of employment.

Note: If this sounds like the kind of role you'd enjoy, we'd love to hear from you.

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