Admin Associate

ABOUT HUGO

Hugo is a next-generation BPO built for today’s work. With a global team of over 4,500 people, we focus on high-complexity, judgment-led workflows where nuance matters and traditional outsourcing models fall short. Our teams support demanding digital operations, including AI and model evaluation, trust and safety, crisis and escalation workflows, and advanced customer experience programs.

Our workforce is designed to operate in ambiguity. University-trained teams work within AI-enabled workflows, combining analytical rigor with a strong culture of accuracy and ownership. Since 2023, we’ve scaled rapidly while maintaining strong retention and consistent execution quality.

We are enterprise-ready, but operate differently. Hugo meets the compliance, security, and operational standards of large global BPOs while maintaining the speed and adaptability of a modern, analytics-driven organization. Our teams think like consultants—pairing structured execution with thoughtful problem-solving—delivering enterprise-grade reliability to large organizations and sophisticated operational capability to smaller, underserved companies.

Our mission drives everything we do. Outsourcing creates significant global value, yet little of it reaches African communities. Hugo is changing that by channeling opportunity into Africa, building meaningful careers, and proving that African talent can help power the future of the digital economy.

WHAT WE ARE LOOKING FOR

We are seeking a proactive, detail-oriented, and service-driven Administrative Associate with strong organizational and communication skills to be the first point of contact for our organization. This role is critical to the creation of a professional, safe, and welcoming environment that reflects Hugo’s standards of excellence and operational discipline.

The ideal candidate will manage our front desk operations, administrative operations, facility upkeep, visitor management, and community support activities. As the face of the company, you will play a key role in upholding our brand image and ensuring smooth day-to-day office operations.

WHAT DOES THE ROLE ENTAIL

Office Management & Experience

Implement and enforce in-office policies, Standard Operating Procedures (SOPs), and compliance protocols.

Supervise cleaning agency personnel to maintain office hygiene and presentation standards.

Manage space allocation, optimizing comfort, organization, and workspace efficiency.

Support employee and guest experience initiatives by ensuring a clean, organized, and responsive workplace.

Process utility bills (licenses, rent, power, etc.) and maintain timely payments and documentation.

Act as liaison with property management for facility-related matters and issue resolution.

Coordinate emergency response and Health, Safety & Environment (HSE) compliance across the office.

Monitor and promote office and personal hygiene standards among staff and vendors.

Oversee visitor and guest management including access control, visitor logs, and attendance tracking.

Office Supplies & Management

Manage procurement of office supplies in line with approved budgets and processes.

Oversee inventory and store management, ensuring accurate tracking and documentation of supplies.

Coordinate distribution and dispensing of office consumables across departments.

Forecast headcount-related supply needs and ensure adequate stock levels to support operations.

Community Support & Engagement

Draft and circulate community announcements, memos, and internal communications.

Coordinate hotel bookings, airport pickups, and related travel logistics for staff and guests.

Maintain travel reporting and ensure compliance with company travel policies.

Support visa processing, travel advisories, and related documentation for both local and international travel.

Plan and coordinate internal events, meetings, and team engagements.

Manage ID card production and issuance for new and existing staff.

Oversee courier services, dispatching, and mail management.

Reporting & Documentation

Prepare weekly administrative updates and contribute to team stand-up presentations.

Draft and process official letters, documents, and memos.

Maintain organized filing systems (digital and physical) for records and correspondence.

Support administrative reporting, record keeping, and documentation audits as required.

QUALIFICATIONS

A Bachelor’s degree or equivalent experience in business admin or office management.

2+ years in admin, receptionist, or similar roles.

Strong multitasking, time-management, and customer service skills.

Proficiency in MS Office and Google Suite.

Proven work experience as a Front Desk Executive, Front Office Representative or similar role

Proficiency in Microsoft Office and Google Suite

Hands-on experience with office equipment (e.g. Computers and printers)

EQUAL OPPORTUNITY STATEMENT

Diversity, equity and inclusion are part of our DNA. Promoting and, where possible, improving diversity, equity and inclusion are a value-based and commercial necessity. We are an equal opportunity employer and welcome applications from all qualified individuals, regardless of race, sex, gender identify, sexual orientation, neurodiversity, disability, or any other legally protected status