Admin Associate

The Position 

The Global Admin person will ensure seamless office operations, compliance with company standards, and support for executive and departmental needs. This role is pivotal in maintaining operational continuity across Union Maritime’s Lagos office and collaborating with all Global Admin verticals to uphold global processes. 

Key Responsibilities 

Procurement & Vendor Management 

• Execute procurement processes following company SOPs, including vendor onboarding, KYC, and conflict-of-interest declarations. 

• Prepare and submit procurement forms for COO approval before initiating purchases. 

• Maintain vendor databases and ensure timely payment processing through Tetra Accounts. 

Travel & Logistics Coordination 

• Arrange travel logistics for staff and visitors, including visa processing, and accommodation. 

• Manage local transportation and vehicle servicing schedules for company fleet. 

Compliance & Regulatory Liaison 

• Ensure adherence to Lagos State regulations (LAWMA, LASIMRA) for waste disposal and telecommunication utilities. 

• Handle immigration quota renewals and maintain expatriate workforce records. 

• Coordinate with police and fire services for statutory compliance. 

Financial & Administrative Support 

• Manage petty cash, expense claims, and invoice processing. 

• Maintain trackers for inventory, procurement, and administrative tasks. 

• Support budgeting and cost optimization initiatives for office operations. 

Event & Meeting Coordination 

• Plan and execute office-specific and corporate events, ensuring adherence to Global Admin event protocols. 

• Maintain event sheets and provide updates to stakeholders and COO. 

Office Operations  

• Oversee daily office operations, including reception, access control, and workspace readiness. 

• Manage cleaning schedules, gardening services, and ensure compliance with hygiene standards. 

• Coordinate repairs and maintenance for plumbing, electrical, and other infrastructure needs. 

• Monitor diesel supply for generators and liaise with approved vendors for replenishment. 

Communication & Documentation 

• Monitor shared mailboxes for timely response and task delegation. 

• Ensure proper filing and documentation on SharePoint for all administrative processes. 

 Experience 

• Minimum 4–5 years in administrative operations, facilities management, or corporate services within a structured organization. 

Skills and Competencies 

• Strong organizational and multitasking abilities. 

• Proficiency in Microsoft Office Suite and SharePoint. 

• Excellent communication and stakeholder management skills. 

• Knowledge of procurement processes and vendor management. 

• Ability to work independently and under pressure.