Admin Manager

JOB DESCRIPTION: ADMIN MANAGER

Company: AdeAfrica Arts & Fashion
Location: Ikot Ekpene, Akwa Ibom State, Nigeria
Job Type: Full-Time

Company Overview

AdeAfrica Arts & Fashion is a creative African brand that celebrates and promotes African culture through handmade clothing, fashion pieces, crafts, art, and heritage experiences.

The company is committed to showcasing the beauty, creativity, craftsmanship, and identity of Africa through fashion and culturally inspired products. As the brand continues to grow its operations, customer base, and market presence, AdeAfrica Arts & Fashion seeks a highly organized, proactive, and results-driven Admin Manager to support its daily operations, coordinate administrative activities, and ensure the efficient management of its business processes.

Job Summary

The Admin Manager will oversee the company's administrative functions, coordinate day-to-day business operations, maintain proper documentation and records, and ensure that resources, people, and processes are effectively managed to support business growth.

The ideal candidate should possess strong organizational, communication, problem-solving, and leadership skills, with the ability to establish efficient administrative systems, monitor operational activities, coordinate staff, and ensure that business processes run smoothly.

The role requires someone who understands that effective administration goes beyond routine office tasks and plays a critical role in operational efficiency, customer satisfaction, accountability, cost control, and sustainable business growth.

Key Responsibilities1. Administrative Management

• Oversee the day-to-day administrative activities of AdeAfrica Arts & Fashion and ensure the smooth running of business operations.
• Develop, implement, and maintain administrative policies, procedures, and systems that promote efficiency and accountability.
• Organize and maintain company records, files, correspondence, contracts, and other important documents.
• Manage office supplies, equipment, inventory of administrative materials, and other operational resources.
• Ensure that the company's workspace, facilities, and work environment are properly maintained.
• Coordinate meetings, appointments, schedules, travel arrangements, and other administrative activities as required.
• Handle official correspondence, prepare reports, and ensure timely communication with relevant stakeholders.
• Identify administrative gaps and recommend practical solutions to improve operational efficiency.

2. Business Operations and Coordination

• Coordinate daily business activities to ensure that operational tasks are completed accurately and on schedule.
• Support the coordination of activities across the company's fashion, production, sales, marketing, and customer service functions.
• Monitor workflow and ensure that assigned tasks, projects, and business priorities are properly tracked.
• Coordinate the movement, storage, and documentation of fashion products, fabrics, accessories, crafts, and other business materials where applicable.
• Support inventory management by maintaining accurate stock records and coordinating periodic stock checks.
• Ensure that orders, deliveries, product collections, and other operational activities are properly documented and followed through.
• Monitor operational challenges and escalate issues requiring management attention.
• Assist management in implementing business plans, operational improvements, and organizational priorities.

3. Staff Coordination and Performance Monitoring

• Coordinate staff schedules, attendance, leave records, and other administrative matters.
• Ensure that employees understand their responsibilities, reporting lines, work schedules, and expected standards of conduct.
• Monitor the completion of assigned duties and follow up on outstanding tasks.
• Support staff onboarding, orientation, and the maintenance of employee records.
• Facilitate communication between management and staff to ensure alignment on business priorities.
• Promote discipline, accountability, teamwork, professionalism, and a positive work environment.
• Identify administrative or operational training needs and communicate them to management.
• Maintain appropriate records of staff performance concerns, attendance issues, and other workplace matters.

4. Inventory, Procurement, and Resource Management

• Maintain accurate records of company inventory, supplies, equipment, and other business assets.
• Monitor stock levels and initiate timely requests for replenishment to prevent shortages and unnecessary purchases.
• Coordinate procurement activities, including obtaining quotations, comparing suppliers, and tracking orders.
• Liaise with vendors, suppliers, artisans, logistics providers, and other service providers to support business operations.
• Monitor the receipt, storage, usage, and movement of materials and finished products.
• Support the prevention of stock losses, wastage, unauthorized use of company resources, and unnecessary operating costs.
• Ensure that procurement and inventory records are complete, accurate, and readily accessible.

5. Customer Service and Stakeholder Relations

• Ensure that administrative processes support timely and professional customer service.
• Coordinate the handling of customer inquiries, complaints, feedback, and other service-related issues where necessary.
• Follow up on customer orders, deliveries, appointments, and outstanding requests to ensure proper resolution.
• Maintain professional relationships with suppliers, customers, business partners, and other stakeholders.
• Ensure that customer and business information is properly documented and handled confidentially.
• Support the development and implementation of procedures that improve the customer experience.

6. Financial and Records Administration

• Maintain accurate records of administrative expenses, procurement transactions, invoices, receipts, and other supporting documents.
• Monitor routine operational expenses and ensure that spending follows approved budgets and authorization procedures.
• Prepare administrative expense summaries and periodic operational reports for management.
• Coordinate the submission of invoices, payment requests, and relevant financial documents to the appropriate personnel.
• Track outstanding payments to suppliers and other operational service providers and follow up as necessary.
• Support basic budget monitoring and cost-control initiatives.
• Work with the accountant or designated finance personnel to ensure that administrative and financial records are complete and properly reconciled where applicable.

7. Compliance, Documentation, and Risk Management

• Ensure that company documents, operational records, agreements, and other important materials are properly maintained and updated.
• Support compliance with applicable business regulations, internal policies, and established operational procedures.
• Maintain confidentiality when handling employee information, customer records, financial documents, and other sensitive company information.
• Monitor administrative risks, including missing records, inventory discrepancies, delayed processes, and lapses in internal controls.
• Ensure that important documents and records can be retrieved when required for management review, audits, or business decisions.
• Recommend measures to strengthen accountability, documentation, and operational controls.

8. Reporting and Continuous Improvement

• Prepare regular administrative and operational reports highlighting completed tasks, pending activities, challenges, and recommendations.
• Track key administrative indicators, including task completion, inventory accuracy, procurement timelines, attendance, and operational efficiency.
• Maintain an organized system for tracking deadlines, assignments, approvals, and outstanding requests.
• Identify opportunities to simplify processes, reduce waste, improve productivity, and control operating costs.
• Provide management with timely updates on operational performance and issues requiring intervention.
• Support the implementation of new administrative systems, digital tools, and improved work processes.

Requirements

• Bachelor's degree, HND, or relevant qualification in Business Administration, Management, Office Administration, Operations Management, or a related field.
• 3–5 years of relevant experience in administration, office management, business operations, or a similar role.
• Previous experience in a fashion, retail, creative, manufacturing, hospitality, or product-based business is an advantage.
• Strong knowledge of administrative procedures, documentation, record management, and office operations.
• Experience coordinating staff, vendors, suppliers, inventory, and operational activities.
• Good understanding of procurement processes, expense tracking, and basic budget monitoring.
• Proficiency in Microsoft Office applications, particularly Word and Excel, and familiarity with Google Workspace or similar productivity tools.
• Ability to prepare clear administrative reports, maintain accurate records, and manage multiple priorities.
• Strong organizational, time-management, problem-solving, and decision-making skills.
• Excellent written and verbal communication skills.
• Ability to establish and maintain effective administrative systems and procedures.
• High level of integrity, confidentiality, attention to detail, and accountability.
• Ability to work independently, take initiative, and collaborate effectively with different teams.
• Willingness to work on-site in Ikot Ekpene, Akwa Ibom State.

Key Performance Indicators (KPIs)

• Efficiency and consistency of day-to-day administrative operations.
• Timely completion of assigned administrative and operational tasks.
• Accuracy, completeness, and accessibility of company records and documentation.
• Accuracy of inventory records and reduction of stock discrepancies.
• Timeliness and efficiency of procurement and resource replenishment.
• Compliance with approved budgets and administrative spending procedures.
• Effective staff attendance monitoring, task coordination, and follow-up.
• Timely preparation and submission of administrative and operational reports.
• Reduction in avoidable operational delays, wastage, and administrative errors.
• Timely resolution and follow-up of administrative and customer service issues.
• Effective coordination of vendors, suppliers, and other business stakeholders.
• Implementation of practical improvements that strengthen operational efficiency and accountability.

Personal Attributes

• Highly organized, structured, and detail-oriented.
• Proactive, dependable, and committed to getting things done.
• Strong leadership and coordination abilities.
• Excellent communication and interpersonal skills.
• High level of integrity, professionalism, and confidentiality.
• Practical problem-solver with sound judgment and initiative.
• Results-driven, accountable, and focused on operational efficiency.
• Able to manage competing priorities and work effectively under pressure.
• Comfortable working in a growing business where processes may need to be developed and improved.
• Flexible and willing to take ownership of responsibilities beyond routine administrative tasks when necessary.
• Collaborative and capable of building positive working relationships with employees, customers, suppliers, artisans, and other stakeholders.
• Genuine interest in supporting a creative African brand that promotes fashion, craftsmanship, art, and cultural heritage.

Reporting Line

The Admin Manager will report directly to the Managing Director or designated company leadership and will work closely with relevant team members to ensure effective administration and coordination of business operations.

Job Type: Full-time

Pay: From ₦150,000.00 per month

Work Location: In person