Front Desk Officer /Administrative Assistant

Librod Energy Services Limited

Admin & Office

JOB DESCRIPTION

Position: Front-Desk Officer/Administrative Assistant

Location: Lagos

Wok Type: On-Site

Submission Email: [email protected]

Submission Deadline: Friday, August 22nd, 2025

Role Overview:

The Front Desk Officer/Administrative Assistant will be responsible for the efficient running of reception operations. The candidate provides administrative and logistical support across the departments and coordinates the maintenance and supervision of company-owned and affiliated properties within Lagos. The officer also provides administrative support to the MD, coordinates with service providers, and upholds compliance with internal processes and service standards.

RESPONSIBILITIES

Front Desk Operations:

• Reception Management, greet and welcome visitors in a professional and friendly manner.
• Ensure all visitors are recorded, and notify/confirm with the relevant department or executive before granting them access.
• Answer, screen, and forward incoming phone calls, taking messages when necessary.
• Provide basic and accurate information, in-person and via phone calls/emails to clients and visitors.
• Assist with various administrative tasks, including data entry, photocopying, filing, and managing office supplies.
• Manage and maintain the meeting room schedule, ensuring all bookings are logged and conflicts are resolved.
• Assist in planning and organizing company events and functions as directed.
• Provide administrative support to Librod’s sister companies and affiliated entities in Lagos as assigned.
Ensure the front desk area is tidy and presentable, with all necessary materials (e.g., pens, forms, etc.) available.

Petty Cash Management:

• Process and manage petty cash transactions.

• Maintain accurate records and receipts for all petty cash expenses and regularly reconcile petty cash balances.
  

Courier/Mail Dispatch:

• Coordinate and manage courier services for dispatching and receiving documents and packages.

• Track to ensure timely delivery and receipt of courier items.

• Accurately document the receipt and dispatch of all documents and packages.

Stationery and Supplies Management:

• Order and distribute office stationaries, and supplies as needed.

• Monitor and accurately record inventory levels to avoid shortages.

• Conduct regular inventory audits to reconcile discrepancies.

• Source cost-effective supplies and manage budgets.
  

Hotel Reservations:

• Coordinate and manage hotel reservations for staff and guests.
Ensure bookings are confirmed and communicated to relevant parties.

Vehicle and Logistics Planning:

• Assist in planning and coordinating logistics for company vehicles.
• Coordinate and oversee the pre-mobilization of company and vendor vehicles.
• Coordinate and facilitate the maintenance of the company fleet of vehicles, ensuring they are in optimal condition.
• Schedule regular maintenance and inspections to prevent breakdowns and ensure safety.
Track and maintain accurate records of all maintenance and cost.

Procurement of Office Items:

• Handle the processing of requests and procurement of office items, ensuring timely and cost-effective procurement processes.
• Maintain and manage inventory records of office supplies and assets, ensuring adequate re-order and stock levels are maintained.
Oversee and implement the numbering of all assets under the HR/Admin. purview, maintaining error-free records.

Utilities Management:

• Monitor and ensure prompt payment of utilities such as telephone, DSTV, electricity, etc.
Liaise with utility service providers to address any issues and negotiate service agreement.

Office and Property Coordination:

• Oversee maintenance and repairs of office equipment, facilities, and official vehicles.
• Ensure timely renewal of vehicle documents and driver licences through registered vendors.
• Supervise the routine maintenance and servicing of office generators in collaboration with MIKANO.
• Ensure regular electricity purchase and DSTV subscription renewal for the office.
• Serve as a focal point for Security Guards, maintaining schedules, discipline, and performance tracking.
• Coordinate and supervise maintenance and upkeep of all Librod and affiliated company properties located in Lagos.
• Ensure effective service delivery and coordination of routine inspection of residences, guest houses, warehouses, or office spaces owned or leased by Librod and its Partner companies.
• Develop and implement a preventive maintenance schedule for all building systems (AC, generators, electrical, plumbing).
Issue Job Completion Certificate to vendors who have completed their jobs successfully.Track job request progress, payment, and completion.

Staff Support:

• Provide uniforms and other working tools to staff as applicable, ensuring they have the necessary resources to perform their duties effectively.
Process company phones and IDs for new staff, ensuring they are fully equipped from day one.

Travel and Accommodation:

• Verify travel itineraries and make recommendations on the most cost-effective flights and routes.
• Process invoices for tickets issued and ensure timely payment to travel agents.
• Coordinate and manage hotel reservations for staff and guests, ensuring comfortable and cost-effective accommodations.
Ensure bookings are confirmed and communicated to relevant parties.

Managing Director, Administrative Support:

Compliance Responsibilities:

• Enforce front desk protocols and access control procedures in line with company policy.
• Maintain confidentiality and secure handling of documents in accordance with NDPR and Librod’s data protection standards.
• Ensure administrative, and facility-related activities comply with internal audit, procurement, and operational guidelines.
• Promote and enforce HSE standards in all office areas, including reception and common spaces.
• Maintain accurate logs for service coordination, vendor activities, utility payments, and facility repairs.
• Promptly report any security breaches, safety hazards, policy violations, or unethical behaviour to the appropriate supervisor.
Conduct all duties with professionalism, discretion, and in alignment with Librod’s ethical and

QHSE (Quality, Health, Safety, and Environment):

• Adhere to all QHSE standards and guidelines to maintain a safe and healthy work environment.
• Participate in QHSE training sessions and stay updated on best practices for maintaining a safe workplace ensuring zero-incident and accident rate.
• Actively participate in Unsafe Act/Unsafe Condition (UAUC) reporting.

Other tasks as may be assigned.

Qualifications

Education and Experience:

• Bachelor’s degree in Business Administration, Management, or a related field.
• Experience liaising with regulatory bodies will be an advantage.
• Minimum of 3-5 years of proven experience supporting C-level executives in a fast-paced, high-demand environment.
• Experience in the energy, oil and gas, or engineering sector is a plus.

Technical Expertise:

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Knowledge of project management tools – Slack, ClickUp, Zoho etc., and digital collaboration platforms – Teams, Zoom, etc.
• Travel management.

Skills and Competencies:

• Strong organizational and time management skills, with the ability to manage multiple priorities effectively.
• Excellent written and verbal communication skills.
• High level of professionalism, discretion, and confidentiality.
• Proactive problem-solving skills with keen attention to detail.
• Strong interpersonal skills to engage with stakeholders at all levels.

Personal Attributes:

• Results-driven and proactive with a positive attitude.
• Adaptable, resilient, and able to work under pressure.
• Loyal, trustworthy, and able to maintain strict confidentiality.
• Collaborative, approachable, and a natural relationship builder.

Benefits

Why join Librod?

At Librod, our people are the heart of our business, and we prioritize their welfare. We offer a range of competitive benefits, including:

• Pension
• Competitive paid annual leave plus public holidays
• Group life insurance
• Health insurance
• Learning & development
• Other benefits in line with policy

Become the partner in fostering the vision of Librod Energy Services Limited and drive operational excellence and organizational success.

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