Admin and Personal Assistant at Ruhe Global Resources (RGR)

Job Purpose

• We are looking for Seasoned, experienced and competent administrator and Personal Assistant to provide a vital function in Manages general office and business operations duties to ensure all RGR and its subsidiary companies processes run smoothly. Assists with director duties and corresponds with clients, customers, guest, tenants and vendors.
• The administrator and Personal Assistant supports a management team of three directors that controls various existing and intended business startup.
• Assist in managing the application and booking process for all clients and their family from first contact to enrolment in RGR services and support the Regional Manager and Director in setting, coordinating and implementing strategies that can improve our current recruitment, application, admissions, client’s management, and Marketing processes.
• Assist in running of promotional events, building relationships with feeder in institutions, maintenance of full range of marketing platforms that must be utilised alongside the digital marketing manager.
• Assist accurate records of all enquiries and supporting data to effectively evaluate marketing campaigns and initiatives. To  work with the managing director to evaluate and successfully establish new client application opportunities while strengthening existing ones.
• As the Office administrator and Personal Assistant, you will lead, organize the end-to-end office process for senior management team both to direct partners and individual clients’ applications, from first contact to enrolment. You will work closely with other members of the organization partners, agents’ institution and with colleagues within the organization brand and its subsidiary companies team using well-developed tact, influencing and professional skills.
• The individual must be dedicated and organized in called Property Tenant Management and Guest Check-In/Check-Out as This role is essential for ensuring a seamless experience for guests in our short-term and long-term rental properties. The ideal candidate will be responsible for managing tenant relationships, overseeing check-in and check-out processes, listing management and maintaining the overall quality of the guest experience.

Core Working Relationships

• Customer Service officer, Business Development Officers, Recruitment Officers and managers, Branch Manager, Conversion Officers/ Manager, Events Manager, Marketing/Brand Marketing Manager, Human Resource Officer, Managing Director and other staff of Ruhe Global Resources.
• The post holder will be Reporting to the COO and support two other Directors and work closely with all staff; this position will focus on administration of RGR property management, guest management , directors calendar managements and customer support for recruitment and implementation of all RGRs and its subsidiary company services and partner Universities programs and market the RGR brand in Nigeria across all marketing communications channels.

Job Description

• Performs clerical duties, including, but not limited to, mailing and filing correspondence, preparing payrolls, placing orders, and answering calls Interacts with clients, visitors, and vendors
• Sorts and distributes incoming mail, Manage calendars, reminders and meeting requests
• To support and provide guidance to work study and migrate abroad applications via email and individual meetings, including checking of the final application prior to submission.
• To support in partnership management and monitoring partnerships emails.
• Arranges meetings by reserving rooms and managing refreshments.
• The individual must be dedicated and organized in Property Tenant Management and Guest Check-In/Check-Out as ·
• Types correspondence, meeting notes, and forms among other documents and Photocopies, scans, and files appropriate documents.
• Edits documents for accuracy and maintains accurate records organizing data
• Organizing events when necessary and Conducts research and compiles data
• Signs for delivered packages and distributes them to the appropriate recipient.
• Interacts with directors regularly.
• Assists in setting up new client accounts and maintains financial database records for managed properties and services .
• Maintains stock of supplies by anticipating work requirements, ordering supplies, and distributing supplies where necessary
• Covers reception upon occasion, Answers customer questions and confirms customer orders
• Engages in educational opportunities as needed
• Performs additional duties when required, including drafting brochures and organising the filing system
• Attendance at recruitment exhibitions, representation of RGR on exhibition stands.
• Conversion of current applicants via telephone and face-to-face meetings.
• Regular visits to cities outside of Abuja. participation in admissions seminars held at schools,hotels and other venues.
• Contribution to RGR s marketing strategy and organisation of marketing and advertising activity in Nigeria.
• Delivery of expert visa advice and counselling for all RGR applicants applying for visas.
• Input and expert advice with regards to RGRs strategy around the world(United Kingdom and Africa)
• Possible travel to cities outside of Abuja for recruitment events or training, including abroad.
• Essentially sell programmes and represent the best interest of partners & RGR and it subsidiary companies Ensure constant steam of clients at all assigned RGR services .
• Assist with developing new strategic recruitment activities through gathering market intelligence
• Achieve agreed targets for each quarter.
• Provide timely and accurate updates to the Company regarding recruitment activities.
• Make contact and follow up with new institutions to have a signed MOUs to send client to RGR partner institutions.
• Make contact and follow up with new institutions for partnerships.
• Identify new opportunity for contract an bid Writing in Africa and UK
• Marketing and promoting RGR institutions to prospective applicants.
• Maintain full update on RGR partner institutions regarding courses, materials and procedures.
• Initiate necessary virtual and real-time marketing strategies/campaigns using various social media platforms amongst others as required.
• Any other related task that may be assigned

Responsibilities
Administration and operations Management:
Calendar Management:

• Maintain the Director’s calendar by scheduling appointments, meetings, and travel arrangements.
• Prioritize and organize appointments to optimize the Director’s time effectively.
• Communication:
• Serve as the primary point of contact between the Director and internal/external stakeholders.
• Handle phone calls, emails, and correspondence with professionalism and discretion.

Partnership Management & Coordination:

• Assist in managing relationships with partners, clients, and vendors.
• Prepare materials and agendas for meetings with partners and follow up on action items.
• Develop and maintain relationships with local businesses, service providers, and vendors to enhance guest experience (e.g., cleaning services, maintenance, local attractions).
• Collaborate with partners to create value-added services for guests, such as discounts or exclusive offers.
• Monitor partner performance and satisfaction, addressing any issues proactively to ensure a mutually beneficial relationship.

Administrative Support:

• Prepare reports, presentations, and documentation as needed.
• Maintain an organized filing system and ensure that all records and data are up to date.

Team Coordination:

• Coordinate team meetings, including scheduling, agenda preparation, and minute-taking.
• Foster effective communication among team members and support team initiatives

Project Assistance:

• Assist with special projects related to student recruitment and property management.
• Organize study abroad fairs activities related to planning and implementation
• Track project progress and assist in ensuring deadlines are met.

Property, tenant and guest Management:
Property Management:

• Support the property management process for short-term and long-term rentals, including tenant communications and maintenance coordination.
• Conduct regular property inspections and assist with tenant onboarding.
• Short let Management and Guest Relations
• managing guest interactions, ensuring smooth operations for short-term rentals, and handling long-term rental management tasks.
• Monitor property listings to ensure they are accurate, appealing, and up to date.
• Collaborate with cleaning and maintenance teams to prepare properties for new guests.
• Conduct regular property inspections to ensure high standards of cleanliness and maintenance.
• Track all property bill payments (electricity, gas, water, internet, and council tax) to ensure they are made in a timely manner.
• Send out rent reminders and regular reminders about house rules and regulations.
• Respond to local authorities and information requests as necessary.
• Maintain strong relationships with landlords and property owners to ensure a diverse range of options for clients.

Guest Management:

• Respond promptly and professionally to inquiries from potential guests on multiple short let platforms .
• Manage the booking process, including confirmation, payments, and communication.
• Provide guests with check-in and check-out instructions, ensuring a seamless arrival experience.
• Address guest issues and concerns swiftly to ensure high levels of customer satisfaction.
• Craft thoughtful replies to guest reviews to enhance our online reputation.
• Actively encourage guests to leave positive reviews after their stay, providing them with an easy process to share their experiences.

Performance Monitoring:

• Track occupancy rates and analyze performance metrics to maximize revenue.
• Gather guest feedback and reviews to implement improvements and enhance guest experience.

Long-Term Rental Management:

• Assist with the management of long-term rental agreements, including tenant relations and lease preparation.
• Conduct tenant screenings and facilitate the onboarding process for new tenants.
• Manage rent collection and maintain lease compliance.
• Manage all tenants, ensuring effective communication and support throughout their tenancy.
• Oversee the preparation and management of tenancy agreements and contract renewals.
• Address and resolve tenant complaints in a timely and professional manner.
• Check in on tenants regularly to ensure their satisfaction and address any needs or concerns they may have.

Marketing and Promotion:

• Develop and implement marketing strategies to increase property visibility on rental platforms.
• Create engaging and informative property listings with high-quality images and descriptions.

Accommodation Search Service:

• Assist clients in finding suitable accommodation based on their specific needs and preferences.
• Conduct thorough research on available properties and provide clients with tailored options.
• Offer guidance on lease agreements and assist throughout the application process for potential tenants.
• Maintain strong relationships with landlords and property owners to ensure a diverse range of options for clients.

Customer Service:

• Listen to the customer queries patiently to resolve issues
• Maintain records of customer interactions and transactions, recording details of inquiries, complaints, and comments, as well as actions taken and query resolution to ensure customer satisfaction
• Check to ensure that appropriate changes were made to resolve customers' problems
• Ability to retain product knowledge and help educate the customer
• Follow up on students’ performance progress.
• Design student assessment matrix and report.

Marketing:

• Develop and initiate business development and /marketing strategies.
• Assist in coordinating actions to influence developed strategies.
• Assist in the execution of marketing campaigns.
• Assist in the development and planning of all branding and marketing activities.
• Identify opportunities, develop plans and establish business alliances that will strengthen the RGR brand.
• Carry out sensitization activities and generate new leads in formal and informal sectors of key cities where an RGR office does not exist at the moment.
• Make presentations to key employers, parents and students of highly rated secondary institutions and generate traffic/leads/registrations, ensuring students register.
• Create the needed buzz in tertiary institutions thereby increasing leads from the institutions.

Experience and Qualifications
Interested and qualified candidates with the following qualifications and experiences:

• An undergraduate Degree
• A lower degree with proven years of experience may be considered In lieu.
• At least 4-year experience in related role
• Good customer service skill
• Proficient in the use of the computer and internet (desirable).
• Must have strong communication skills
• Must possess leadership skills
• Must possess teaching skills
• Must be Presentable
• Teaching will be done at physical locations.
• Strong marketing skill is required for this role.

Essential Skills and Experience:

• Proven experience as an Administrative Assistant, Virtual Assistant or Office Admin Assistant
• Knowledge of office management systems and procedures
• Working knowledge of office equipment, like printers and fax machines
• Proficiency in MS Office (MS Excel and MS PowerPoint, in particular)
• Strong organizational skills with the ability to multi-task
• Evidence of working within a target-driven environment
• Meeting Sales Goals and Professionalism
• Ability to Work Alone or As Part of a Team
• Enthusiastic and Reliable.
• Knowledge of Basic Office Management Procedures.
• Experience and ability in providing market intelligence in order to guide recruitment activities
• Knowledge and experience of people management for guest, tenant and customer management
• Prospecting Skills, Sales Planning, Selling to Customer Needs, Closing Skills, Market Knowledge,
• Presentation Skills, High & Sustainable Energy Level
• Experience of report -writing and statistical analysis
• Excellent customer service skills, experience working within a customer -facing role
• Takes initiatives and works independently/within a team when required
• Highly organised, can manage a number of different tasks simultaneously
• Can work under pressure when required
• Excellent communication skills, can build positive relationships with people of a variety of different ages and levels of authority
• Can influence and persuade at all levels
• Culturally sensitive and committed to equal opportunities. Committed to RGR’s values of equality and diversity.
• Ability and willingness to travel within Nigeria including.
• Excellent customer service and sales support skills
• Evidence of success in building and maintaining customer relationships leading to increased sales
• Able to work under pressure to meet deadlines.
• Sound organisational, planning & time management skills.
• Highly motivated self-starter with a high level of energy and motivation.
• Able to work on own initiative and excel in them.
• Must possess these skills Organizational Skills: Ability to manage multiple tasks effectively, prioritize responsibilities, and maintain an orderly workspace.

Other Essential Skills:

• Communication Skills: Strong verbal and written communication skills which are essential for interacting with clients, colleagues, and management.
• Excellent Time Management: Proficiency in managing one's own time and the time of others; meeting deadlines and managing schedules are crucial.
• Attention to Detail: Ability to ensure accuracy in documentation and data management, as well as in scheduling and meeting arrangements plusThoroughness in ensuring that guest preferences and requests are met accurately, which is vital for creating personalized experiences
• Problem-Solving Skills: Capability to anticipate potential issues and provide solutions in a proactive manner.
• Technical Proficiency: Familiarity with remote support tools, software applications, and troubleshooting techniques. Understanding of CRM software to manage customer relationships effectively, office software such as Microsoft Office Suite (Word, Excel, PowerPoint) and tools like email clients, database systems, and scheduling software.
• Adaptability: Ability to adjust to changing priorities and work conditions; flexibility in handling various tasks and unexpected situations with Ability to adjust quickly to new tools, processes, and changes in client needs or market conditions.
• Interpersonal Skills: Strong ability to build relationships with colleagues and clients, demonstrating professionalism and approachability.
• Confidentiality: Understanding and practicing discretion and confidentiality when dealing with sensitive information.
• Initiative: Willingness to take on new responsibilities and demonstrate leadership in day-to-day tasks without needing constant direction.
• Team Collaboration: Ability to work well within a team, supporting others and contributing to team goals.
• Research Skills: Competence in gathering, analyzing, and documenting information accurately for reports or projects and Competence in gathering and analyzing data to inform decisions in education advisory or property management.
• Customer Service Orientation: A strong commitment to serving stakeholders effectively, ensuring a positive experience for clients and colleagues with skills in conflict resolution and problem-solving..
• Budget Management: Basic understanding of financial processes and budget tracking
• Technical Proficiency: Familiarity with remote support tools, software applications, and troubleshooting techniques. Understanding of CRM software to manage customer relationships effectively.
• Communication Skills: Strong verbal and written communication abilities to effectively interact with clients, team members, and stakeholders across different channels.
• Organizational Skills: Ability to manage multiple tasks, prioritize responsibilities, and maintain detailed records, especially in CRM , digital systems and property management systems. Plus Strong organizational abilities to manage reservations, itineraries, and guest information effectively.
• Cultural Sensitivity: Understanding and respect for diverse cultures, especially in international property management and education advisory roles. which helps in providing a tailored experience for international guests.
• Advisory Skills: Ability to analyze client needs and provide tailored advice in education or property investment, demonstrating knowledge of industry trends and best practices.
• Project Management: Skills in planning, executing, and overseeing projects, particularly in coordinating remote teams or managing property-related tasks.
• Networking Abilities: Building and maintaining professional relationships that can lead to business opportunities or partnerships.
• Multitasking Ability: Capacity to handle multiple guest requests simultaneously while maintaining professionalism and composure.
• Teamwork: Ability to collaborate with other staff members to ensure seamless guest experiences and resolve any arising issues.
• Conflict Resolution: Proficiency in managing conflicts and complaints calmly and professionally to restore guest satisfaction.
• Empathy and Patience: Being understanding and patient, especially when dealing with challenging situations or diverse guest and customers needs.
• Sales Skills: Ability to upsell services or packages to guests in a way that enhances their experience while benefiting the organization.

Desirable Skills and experience:

• Strong customer service background
• Marketing experience in a similar role
• Considerable experience in a customer facing role – essential

• An additional qualification as an Administrative assistant, Customer service Management or Secretary will and added advantage
• Familiarity with reservation systems, property management software, and communication tools that enhance guest interactions.

Salary

• You will be placed on a 3- 6 months’ probation with a salary of N150,000 - N250,000 monthly.
• After probation your salary could be increased to between N200,000 to N300,000 depending on input and performance.
• Training and development opportunities and performance-related incentives will be available as part of the role.