Admin Associate

We are recruiting to fill the position below:

Job Title: Admin Associate

Location: Nigeria
Employment Type: Full-Time

Job Description

• As the face of the company, you will play a key role in upholding our brand image and ensuring smooth day-to-day office operations.
• This role is critical to the creation of a professional, safe, and welcoming environment that reflects Hugo’s standards of excellence and operational discipline.
• The ideal candidate will manage our front desk operations, administrative operations, facility upkeep, visitor management, and community support activities.
• We are seeking a proactive, detail-oriented, and service-driven Administrative Associate with strong organizational and communication skills to be the first point of contact for our organization.

What Dose The Role Entail
Office Management & Experience:

• Process utility bills (licenses, rent, power, etc.) and maintain timely payments and documentation.
• Act as liaison with property management for facility-related matters and issue resolution.
• Supervise cleaning agency personnel to maintain office hygiene and presentation standards.
• Oversee visitor and guest management including access control, visitor logs, and attendance tracking.
• Monitor and promote office and personal hygiene standards among staff and vendors.
• Support employee and guest experience initiatives by ensuring a clean, organized, and responsive workplace.
• Coordinate emergency response and Health, Safety & Environment (HSE) compliance across the office.
• Implement and enforce in-office policies, Standard Operating Procedures (SOPs), and compliance protocols.
• Manage space allocation, optimizing comfort, organization, and workspace efficiency.

Office Supplies & Management:

• Coordinate distribution and dispensing of office consumables across departments.
• Oversee inventory and store management, ensuring accurate tracking and documentation of supplies.
• Manage procurement of office supplies in line with approved budgets and processes.
• Forecast headcount-related supply needs and ensure adequate stock levels to support operations.

Community Support & Engagement:

• Support visa processing, travel advisories, and related documentation for both local and international travel.
• Manage ID card production and issuance for new and existing staff.
• Coordinate hotel bookings, airport pickups, and related travel logistics for staff and guests.
• Plan and coordinate internal events, meetings, and team engagements.
• Maintain travel reporting and ensure compliance with company travel policies.
• Draft and circulate community announcements, memos, and internal communications.
• Oversee courier services, dispatching, and mail management.

Reporting & Documentation:

• Draft and process official letters, documents, and memos.
• Prepare weekly administrative updates and contribute to team stand-up presentations.
• Support administrative reporting, record keeping, and documentation audits as required.
• Maintain organized filing systems (digital and physical) for records and correspondence.

Requirements

• Strong multitasking, time-management, and customer service skills.
• 2+ years in admin, receptionist, or similar roles.
• Proficiency in Microsoft Office and Google Suite
• Proficiency in MS Office and Google Suite.
• A Bachelor’s Degree or equivalent experience in Business Admin or Office Management.
• Hands-on experience with office equipment (e.g. Computers and printers)
• Proven work experience as a Front Desk Executive, Front Office Representative or similar role