Apply for this role
Administrative Operations Specialist
As an Administrative Operations Specialist at Bildup AI, you are the behind-the-scenes hero who keeps everything running smoothly—and the welcoming face that greets everyone who walks through our doors. You'll coordinate schedules, manage communications, handle logistics, support teams, and ensure every visitor experiences our values from the moment they arrive. This is a role for someone who thrives on organization, anticipates needs before they're asked, creates warm first impressions, and finds joy in making other people's work lives easier.
Location (On-site)
Abuja | Lagos | Enugu
Key Responsibilities
- •Serve as the first point of contact for all visitors, guests, clients, and vendors—greeting them warmly, managing sign-ins, handling incoming calls and inquiries, routing them appropriately, and ensuring a professional and welcoming reception experience.
- •Provide comprehensive administrative support to operations and leadership teams—managing complex calendars, scheduling meetings across multiple time zones and stakeholders, coordinating logistics for events, travel, and site visits, and enabling teams to focus on strategic priorities.
- •Handle all correspondence, documentation, and internal communications—drafting messages, routing information, ensuring timely responses to inquiries, maintaining organized filing systems and records (both digital and physical), and serving as a reliable point of contact for operational support.
- •Coordinate onboarding logistics for new hires—including equipment setup, system access, workspace preparation, and welcome experiences that reflect our culture
- •Manage office operations and resources—maintaining office supplies inventory, processing vendor orders, managing facility needs, and ensuring the office runs seamlessly.
- •Support operational projects and meetings—conducting research, providing documentation, coordination, and tracking for cross-functional initiatives, assisting with meeting preparation, note-taking, follow-up actions, and ensuring decisions are documented and action items are tracked to completion.
Ideal Candidate
- •2+ years in administrative, operations, receptionist, or coordinator roles
- •Exceptional organizational and time management skills with ability to juggle multiple priorities
- •Outstanding communication and interpersonal abilities—professional, warm, and approachable
- •Proficiency in productivity tools (Google Workspace, Microsoft Office, Slack, scheduling software)
- •Proactive, detail-oriented, and resourceful problem-solver.
- •Polished professional presence with excellent phone etiquette and hospitality mindset
- •Ability to manage multiple priorities, work independently, and stay calm under pressure.
- •Positive attitude, discretion with confidential information, and service-minded approach
- •Pride in creating excellent first impressions and seamless operational experiences.
What we offer
- •Growth Opportunities: Invest in your career with us and grow alongside a team of top innovators
- •Creative Freedom: Work in an environment that values creativity and gives you the autonomy to bring bold ideas to life
- •Exciting Work Environment: Thrive in a dynamic, collaborative, and inspiring environment where innovation is encouraged
- •Competitive Compensation: including Relocation and Accommodation Support (if needed)