Assistant Office Manager

Gem Petrol Chemical Ltd is seeking a highly organised, proactive, and detail-oriented Assistant Office Manager to support daily administrative and operational activities in Lagos.

Responsibilities

Office Operations & Administration

• Oversee day-to-day office functions: front desk, mailroom, filing, stationery, and supplies inventory
• Manage office facilities: liaise with landlords, vendors, and maintenance for power, AC, cleaning, generator, and HSE compliance
• Coordinate travel, accommodation, and logistics for staff, expats, and visiting JV partners or regulators
• Maintain office security, access control, visitor management, and sign-in protocols in line with company HSE policy

Documentation, Compliance & Records

• Maintain and update company records, licenses, permits, DPR/NUPRC/NNPC correspondence, and statutory filings
• Ensure proper document control for technical reports, contracts, insurance, and audit files per ISO or company QMS
• Support regulatory compliance: track expiring permits, arrange inspections, and prepare documents for HSE, DPR, or FIRS audits
• Manage confidentiality of sensitive data: JV agreements, financials, and field operation reports

People & Team Support

• Support HR admin: onboarding/offboarding, staff attendance, leave tracking, and payroll documentation
• Coordinate office meetings, board meetings, town halls, and HSE briefings. Prepare agendas, minutes, and action trackers
• Act as first point of contact for staff queries on facilities, policies, or admin processes
• Supervise office support staff: cleaners, drivers, front desk/reception, and vendors

Finance & Procurement Support

• Process office-related invoices, LPOs, and vendor payments in coordination with Finance
• Track office budget, utilities, and consumables spend; flag variances early
• Raise purchase requests for office assets, IT equipment, and consumables while ensuring compliance with procurement policy

HSE, Risk & Business Continuity

• Enforce office HSE standards: fire drills, emergency exits, first aid kits, and incident reporting
• Support business continuity plans: ensure backup power, internet redundancy, and emergency contact lists are current
• Liaise with Security and HSE officers on threat assessments, especially given oil & gas operational risks

Stakeholder & Executive Support

• Manage the Managing Director/Leadership calendar, prepare briefing packs, and coordinate VIP visits
• Interface with JV partners, regulators, clients, and service companies on office logistics and protocol
• Handle confidential correspondence and maintain discretion with board/executive matters

Requirements

• Bachelor's degree or Higher National Diploma (HND) in Business Administration, Management, Accounting, or a related field
• Minimum of 1–2 years of experience in office administration, executive support, or a similar role
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
• Strong organizational and multitasking skills
• Excellent written and verbal communication skills
• Ability to work independently and manage multiple priorities
• Strong attention to detail and problem-solving abilities
• Professional demeanor and excellent interpersonal skills
• Some knowledge of expediting with willingness to learn more

Salary

NGN 150,000 – 250,000 per month

How to Apply

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