Administrative Associate at Career Connections Ltd

Job description

This position requires a dynamic, well-presented and eloquent individual to deal with a diverse client base and will be responsible for providing administrative and office coordination support in order to ensure that services are provided in an effective and efficient manner.

The ideal candidate for this position would therefore need to be passionate about customer service and managing their time effectively in order to meet the various demands of the role.

Reporting to the Finance and Administration Manager, the Administrative Associate’s top line focus areas include:

• Front Office
  • Receiving and attending to visitors accordingly.
  • Answering routine queries regarding CC.
  • Answering and screening all telephone calls and directing them to the right person where necessary.
  • Making telephone calls and directing them as required.
  • Timely and accurate typing of all types of correspondence.
  • Welcoming visitors and ensuring they are served drinks and directed appropriately.
  • Taking phone messages, listing name and contacts and what the call was concerning and forwarding the same to the relevant member of staff.
• Administration
  • Managing local incoming and outgoing mail with Courier Company and rider.
  • Managing overseas courier service by following up with the relevant people involved and also tracking.
  • Managing, responding and directing emails received on the Company general email account to the right person and following up if there is any action required.
  • Maintaining the office in an orderly manner and supervising office cleaning.
  • Regular checks of the office and facilities and ensuring periodic repairs & refurbishments are done.
  • Maintaining the stores in an orderly manner and supervising store cleaning.
  • Monitoring consumption of office sundries, stationery stocks, office suppliers, drinking water and cleaning supplies and requesting for replenishments as needed.
  • Maintaining an organized filing system of office records.
  • Coordinating the support teams work schedule and overseeing their day to day work.
  • Organising visitor parking, as required, and keeping a record of this.
  • Releasing supplier cheques in a timely manner and ensuring they have been recorded within the cheque register and signed for upon collection.
  • Managing all logistic functions for consultants and visitors including accommodation and travel.
  • Monitoring and delegating tasks to office office support staff.
  • Organizing and attending monthly meetings with the support team members.
  • Ensuring office machines (printers, scanner, switch board etc) are in good working order at all times and organizing servicing as required.
  • Liaising with key suppliers such as of Internet, IT, Printer servicing etc. to ensure service provision is uninterrupted.
  • Assisting in organizing venue and refreshments for breakfast meeting, trainings and other events held by CC.
  • Receiving goods ordered, informing respective member of staff to accept delivery and storing the goods appropriately.
  • Applying and following up on the Company licenses and permits i.e. NCC Business Permit and any other licenses and permits not mentioned.
  • Supporting the various business units.
• Preventative Maintenance
  • Planning dates for preventative maintenance (PM) for computers, phone system, water dispensers, fire equipment and printers. This should be done at the start of each year.
  • Arranging and coordinating the opening of the office on the PM dates. This would entail having a support team member on site, responsibility to open and shut the office and ensuring availability of the equipment, for example, laptops.
  • Confirmation and sign off of the PM work completed and highlighting any issues identified to the FAM for them to be resolved in a timely manner.
• Office Coordination
  • Managing bookings and schedules for the Connections venue.
  • Keeping an up to date diary of internal and external appointments; including interviews and assessments.
  • Reviewing and analysing data gathered from surveys conducted on Survey Monkey and other platforms and generating a report of key findings.
  • Coordinating meetings for the teams, monitoring the action plan established to ensure all the necessary support is provided to ensure all meetings run without hitches.
  • Coordinating company car transport between drivers giving priority to the directors.
  • Managing directors’ personal requests whilst giving due attention.
• IT Coordination
  • Liaising with the IT team to ensure timely relay and resolution of general IT issues.
  • Maintain maintenance review schedule for all the company IT equipment
  • Regularly document IT issues raised by the team for sharing with IT team
• Marketing
  • Assisting on various marketing projects as and when the need arises.

CANDIDATE PROFILE

• Results oriented with a strong sense of business ethics.
• Excellent interpersonal skills.
• Self-directed and highly motivated.
• Ability to manage multiple projects in a fast-paced environment.
• Strong oral and written communication skills.
• Excellent customer service skills.
• Resilient with the ability to work to tight deadlines and remain calm under pressure.
• Ability to work in a team environment.
• Attention to detail.
• Excellent planning and organizing skills and the ability to priorities.
• Ability to maintain high standards of confidentiality and objectivity.

Professional qualifications, experience and attributes

• A Bachelor’s degree
• Experience dealing with important internal and external stake holders.
• At least 2-3 years exposure in a similar role.
• Postgraduate or professional qualifications in any field would be an added advantage.
• Excellent customer service skills.
• Good typing skills.
• Confident and qualified in all Ms Office Computer Packages.