Administrative Officer at Juan Industries Limited

Duties and Responsibilities

• Transcribes notes, types, edits, and proofreads correspondence, reports, etc.
• Composes routine correspondence, makes required copies and distributes accordingly, via mail facilities, fax, or as otherwise instructed.
• Supports senior management with administrative functions related to new business development: including, but not limited to, preparation of proposals and presentation materials.
• Performs project coordination activities as assigned.
• Performs research assignments. Develops spreadsheets and types statistical and other reports according to specifications of the respective manager. Performs basic analytical reviews of same.
• Files correspondence and other records (manually and electronically) …accurately and in a timely manner. Acts as custodian of all Project Filing Systems
• Processes and distributes incoming mail. Prepares outgoing mail, maintaining logs for special deliveries such as Overnight Mail and Certified Mail
• Schedules appointments, makes travel arrangements, and manages electronic calendars for team members. Maintains schedule for use of conference rooms.
• Coordinates corporate special events, including internal/external lunches, etc. participates in other activities at the discretion of management.
• Maintains office supplies, conducting monthly inventories and submitting orders as needed.
• Maintains continuous upkeep of shared facilities, including the Lobby, Kitchen, Copy and Conference Rooms.
• Serves as caretaker of shared equipment such as copier and fax machines, ensuring they are properly serviced and readily available with paper stock, toner, etc.
• Has a good accounting skills, and File Management skills
• Takes minutes for company meetings. Is a critical thinker, and is good working with numbers.
• Pays close attention to details, manages inventory effectively, and has impeccable good record keeping skills
• Establishes, develops, maintains and updates filing system for Executive Management and the department. Retrieves information from files when needed.
• Ensure that all departments submit their monthly report to the appropriate executive.
• Liaising with suppliers and maintaining excellent professional relationships externally.
• Supervises and coordinates overall administrative activities for the company.
• Supervises the maintenance and alteration of office areas and equipment as well as layout, arrangement and housekeeping of office facilities.
• Negotiates the purchase of office supplies and furniture, office equipment, etc. for the entire staff in accordance with company purchasing policies and budgetary restrictions.
• Supervises the maintenance of office equipment, including copier, official car, etc.
• Manages the day-to-day operations of the facility (such as changing light bulbs, electrical problems, water problems, general repairs in the department, etc.)
• Participates as needed in special department projects.

Qualifications

• Minimum of HND from a recognized institute
• Candidates must be very exposed in the professional scene.

Required Skills:

• Advanced computer proficiency in Microsoft Office and/or other word processing and spreadsheet software. Expertise in Desktop Publishing software is a plus.
• Ability to manage multiple tasks and complex projects in a fast-paced and dynamic environment, responding to frequent pressure.
• Strong analytical skills and ability to quickly grasp business issues and understand corporate strategy.
• Excellent communication skills (written & verbal) and interpersonal relations: particularly tact, sensitivity, professionalism, confidentiality, and diplomacy with a positive attitude.
• Demonstrated ability to work independently with limited supervision and exercise excellent judgment in decision-making, customer contact
• Excellent filing and labeling routine and good booking-keeping skills.
• Highly professional appearance.

Supervisory Responsibility:

• This position manages all employees under administration as a sub-unit.

Salary
Competitive and Commensurate with including incentives and allowances based on experience