Administration & Operations Manager

Job summary

The Administration & Operations Manager will have the Managing Partner’s mandate to establish documented administrative and operating standards applicable across the firm. The role owns the relevant processes and monitors compliance with them. Material non-compliance or recurring breakdowns are escalated to the Managing Partner.

Min Qualification: Degree Experience Level: Mid level Experience Length: 3 years Language Requirement: English Working Hours: Full Time - 8 to 5 Applicant Location: Lagos, Nigeria

Job descriptions & requirements

Responsibilities:

Document and file management:

• Design and implement a firm-wide filing and records-management system covering physical and electronic documents, including naming conventions, storage architecture, retention periods and retrieval protocols.
• Clear the existing backlog into the new system and establish the discipline by which documents are filed at the point they are created or received.

Referral and matter intake:

• Build and maintain a system capturing the source of every client and matter.
• Own the administrative intake process from first contact to file opening, including ensuring that conflict checks, engagement documentation, matter creation, and required records are completed.

Operating processes:

• Map the firm’s existing workflows, identify where they break, design corrected process flows and establish clear responsibility, escalation points and turnaround standards.
• Produce and maintain a firm operations manual documenting the firm’s principal administrative and operating procedures. Monitor compliance, identify recurring failures and escalate material or repeated non-compliance to the Managing Partner.

HR oversight

• Set and enforce operating standards for the firm’s day-to-day HR administration, including leave, attendance, personnel records and staff conduct processes.
• Ensure HR matters are properly documented, handled within required timelines and reported promptly and accurately to the Managing Partner.
• This is principally an oversight, control and standard-setting responsibility, rather than routine HR administration.

Requirements

• 3-6 years experience in operations, practice management or administration, with at least two years in a professional-services environment.
• Demonstrable evidence of having personally designed and built an operating system - whether a filing architecture, intake process, workflow, records-management system or similar - rather than merely operating a system designed by someone else.
• Experience overseeing or holding an HR function to documented standards, including leave, attendance, personnel records and conduct matters.
• Working knowledge of document and records management, including electronic document-management systems.
• Ability to map workflows and write clear process documentation, operating procedures and manuals.
• Confidence and judgment to hold professionals more senior than the postholder to documented operating standards, while escalating appropriately where management intervention is required.
• Strong organisational ability, attention to detail and a record of independently executing time-bound projects.
• A relevant degree. A qualification in business administration, project management, records management, operations or human resources is an advantage.

Location: Lekki, Lagos

Remuneration: NGN 300,000–400,000 monthly