Administrator at Ital Global

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.

Key Responsibilities and Duties

• 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

 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;