Front Desk/Client Relations Officer

• Address client concerns promptly and professionally. Inform clients about company products, services and promotions. Promptly, accurately, professionally and courteously receives 100% of all telephone calls and visitors
• Ensure vendor’s services to the company is satisfactory and payment well negotiated
• Revalidation of personnel travel documents as Offshore Safety permit (OSP), Medicals, BOSIET etc
• Managing personnel crew change and project related activities
• Composing organizational articles, corporate letters and essays as well as update of social media accounts.
• Ensure vendor’s services to the company is satisfactory and payment well negotiated.
• Oversees and administers the day-to-day activities of the office; develops policies,
procedures, and systems which ensure productive and efficient office operation.
• Ensures organisational hierarchy is strictly adhered to.
• Provides assistance and support to personnel in problem solving, project planning and
management, and development and execution of stated goals and objectives.
• Supervises the work of employees in supporting roles, including assigning workload
and monitoring employee performance.
• Oversees and facilitates resources management and administration procedures and
documentation. Serves as principle point of administrative contact and liaison with
internal and external constituencies.
• Prepares non-routine letters and/or reports, which may be highly sensitive and
confidential in nature.
• Liaises to sort community welfare and other statutory requirements.
• Closing out of NCDMB Certification, DPR and OSP Registration and renewal.
• Organizes and facilitates meetings, conferences, and other special events; coordinates
and attends meetings, and participates in discussions, as appropriate.
• Provides and/or oversees provision of staff support to the office, to include handling
walk-up and phone interactions, maintaining calendars and travel arrangements, screening, analyzing, and responding to incoming correspondence.
• Provides assistance in the understanding and interpretation of QMS policies and
procedures, as appropriate, and ensures that office operations are in compliance with
policy provisions and standards.
• Assists in the coordination, supervision, and completion of special projects, as appropriate.
• Management of the guest house facility.
• Assisting to Coordinate QMS internal audit. Auditing various departments and closing
out non conformances.
• Manages document control processes, procedures and protocols in the region according to the requirements of the ISO 9001;2015 Standard.
• Manage the flow of documentation within the organization
• Time management and proper documentation and filing system
• Maintaining high degree of safety and confidentiality of documents and company
• Manage courier and dispatch services.
• Provide consistent quality service to customers by phone, email as officers at the first line of contact.
• Handle enquiries, suggestions, feedback and complaints in a professional and positive manner
• Ad hoc administrative duties and other reception duties.
• Fulfil any other duties as and when assigned by the Director.
• Schedule appointments and maintain and update appointment calendars.
• Organize travel itinerary and hotel/flight reservations for site personnel and visitors.
• Administer monetary claims by site personnel for payment/re-imbursement.
• Maintains supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies.
• Provides office services by implementing administrative systems, procedures, and policies, and monitoring administrative projects.
• Provide administrative support to direct report manager and other colleagues as needed.
• Overseeing general appearance of office, pantry and public areas.
• Make copies, collate, bind and staple and file documents and reports as needed.
• Ensures knowledge of staff whereabouts and maintains accurate and complete sign in/ out procedures for on-site staff and consumers.
• Notifies supervisors, within 30minutes of daily start time, regarding staff absences/ delays; updates and informs Lagos office of same and related information.
• Adept at using all features of telephone system and voicemail.
• Assists consumers/staff/ visitors park properly at the main office location.
• Maintains knowledge of current postal regulations and services frequently used by the organization.
• Prepares and processes 100% of outgoing mail to Lagos office or any other locations.
• Answer customer enquiries about company, products and services.
• Setting appointments, filing, records keeping and completion of temporary work assigned by the leadership or management.

The ideal candidate must have prior experience in the following

Personnel management
Crew change for field workers
Time management
Flight bookings/Logistics planning
Imprest management