Front Desk Officer / Operations Assistant

Role Summary The Front Desk Officer / Operations Assistant serves as the first point of contact for Ibadan Business School (IBS) and provides essential administrative, operational, and client relationship support. The role involves managing front desk activities, supporting office systems and documentation, assisting programme coordination and reporting, and contributing to marketing and client engagement efforts—especially for IBS trainings and project-related activities. Key Responsibilities Front Desk & Office Administration: Welcome and attend to walk-in clients professionally, provide accurate information, and direct enquiries appropriately. Receive and manage incoming calls, take messages, and route requests to relevant officers. Schedule appointments as approved by the President and ensure adherence to the schedule. Verify identification and guests in line with management guidance. Receive, log, distribute, and dispatch mails and documents; coordinate pickups and deliveries. Maintain accurate registers (attendance, movement logbooks, incoming/outgoing document records) and submit weekly summaries. Track and record generator usage and other operational logs as assigned. Ensure complaints and concerns are handled promptly and escalated when necessary. Stay informed about relevant opportunities/signage and communicate requirements to management. Assist with preparing and sending Calls for Nominations (CFNs) for IBS programmes. Secretarial & Systems Support: Prepare computer systems and office equipment for daily operations (printers, documents, templates, files). Troubleshoot basic system/equipment issues, document faults in a logbook, and escalate repairs appropriately. Support users with basic administrative and system-related requests. Maintain strict confidentiality of official information and protect the school’s image and integrity. Support Operations with training documentation, records, modules preparation, and other assigned administrative tasks. Marketing & Client Relationship Support: Support marketing of IBS programmes to public sector institutions, donor-assisted projects, and private sector clients. Help implement outreach plans, identify potential clients, and maintain client engagement records. Support relationship management activities, including communication, follow-ups, and responding to enquiries. Assist in monitoring outreach performance toward monthly participant and revenue targets. Contribute to market scanning and identification of new opportunities and prospective clients. Operations / Project Support: Support the planning and delivery of IBS programmes and field activities when required. Assist with stakeholder engagement, advocacy, mobilization, and coordination meetings. Prepare workplans, activity schedules, stakeholder databases, and resource tracking documents. Maintain accurate records for programme activities and generate timely reports (daily/weekly/monthly). Document lessons learned and best practi