Job Purpose:
The purpose of this position is to ensure office operations run smoothly within the legal framework, the set standards and profitably whilst ensuring a business sense within the office environment. The jobholder will also be required to attend to Walk-in customers and does table set-ups /mock set-ups. The administrator will be involved in liaising with all departments.
Additionally, the jobholder plays a key role in increasing sales especially via tenders, telemarketing and work with the Director when sourcing for items from other suppliers.
Qualifications and Requirements
Bachelors’ degree or Diploma in Business Management from a recognized university
Secretarial Training would be an added advantage
Highly competent in MS Office, with the ability to make impressive presentations
3-7years relevant and proven experience in an established business. (3 years for Degree holder and 7 years’ experience for Diploma Holder in a similar position)
Experience of being both a team leader and team member with proven ‘people skills’
Awareness of the statutory and licensing responsibilities applicable for all accounting, and procurement operations
Personal Traits, Qualities And Aptitudes.
Excellent Organizational Skills.
Responsible and Accountable.
Ability to manage multiple tasks and projects simultaneously.
Great Presentation skills
Excellent time management
Exceptional communication and interpersonal skills
Excellent organizational skills and commitment to detail
Ability to work independently and be self-motivated.
Creative and good problem solving skills
Negotiation Skills
Great social skills
High Integrity
Teamplayer
Key Performance Indicators & Reports
Weekly, monthly and quarterly reports are to be produced based on the key performance indicators
Sales Reports
Cost of Sales Report ( expenses associated with making sales )
Timely Debt Collection/ Credit Control
Ensure all relevant tenders are responded to on a timely basis and constantly improve on the quality of tender responses
Management of costs and wastage within the office
Ensure compliance with all the licenses , business permits, safety, sanitation , water, fire,
Keeps office equipment operational by following manufacturer’s instructions and established procedures; notifying the affected Head of Department and Director of needed repairs.
Front Office Reception duties
Receiving visitors and directing them accordingly
Switchboard duties which entails taking and relaying the correct messages to the right office colleague and taking messages and despatching the information promptly and appropriately when a colleague is absent
Communicate and liaise verbally and in writing between customers/suppliers/visitors/enquirers and relevant staff.
Client Service
Welcoming clients and showcasing the available options in terms of products
Carry out mock set-ups for visiting clients
Administrative Accounting and Manage the petty cash
Bookkeeping of Office Requisitions and Purchases e.g. general office expenses to run the company / new fabric / timely purchase / purchases reconciliation, petty cash management.
Preparing quotations and following up with clients for confirmation.
Office Equipment and other assets
Operate a variety of standard office machines, including personal computer and a variety of computer software licenses, phone, fax, calculator, shredding machine photocopy machine, whichever is applicable.
Ensure timely office equipment repairs and scheduled maintenance. Liaise with the service providers for fast and effective services
Key Responsibilities and Duties
General Office Management
Using a range of office software, including email, spreadsheets and databases; manage filing systems;
Developing and implementing new administrative systems, such as record management;
Recording office expenditure and managing the budget;
Maintaining the condition of the office and arranging for necessary repairs;
Organizing staff meetings – this includes preparing the agenda and taking minutes
Overseeing the recruitment of new staff, sometimes including training and induction;
Delegating work to staff and managing their workload and output
Writing reports for the director and delivering presentations;
Responding to customer enquiries and complaints;
Reviewing and updating health and safety policies and ensuring they are observed;
Interested and qualified candidates should forward their CV to: careers@italgloballtd.com using the position as subject of email.
Apply via :
careers@italgloballtd.com
