Administrative Assistant at Perfect Security Services Limited

Job Description

• To coordinate calendars, schedule meetings, manage basic office needs and often act as a liaison between the HODs and their departments. Answering phones and emails, preparing reports, and maintaining informational databases and filing systems.
• Should have excellent oral and written communication skills and be able to organize their work using tools, like MS Excel and office equipment.
• Ensures the efficient and smooth day-to-day operation of our office.

Responsibilities

• Answer and direct phone calls
• Organize and schedule appointments
• Plan meetings and take detailed minutes
• Write and distribute email, correspondence memos, letters and forms
• Assist in the preparation of regularly scheduled reports
• Develop and maintain a filing system
• Update and maintain office policies and procedures
• Order office supplies and research new deals and suppliers
• Maintain contact lists
• Book travel arrangements if required
• Submit and reconcile expense reports
• Provide general support to visitors
• Act as the point of contact for internal and external clients
• Liaise with front desk to handle requests and queries from senior managers
• Review and maintain written and computer files, plus conduct data entry
• Assist in the coordination of administrative functions, including budget, personnel, meetings, and clerical duties
• Research and collect information
• Responsible for preparation of confidential documents and reports
• Maintain meeting minutes
• Coordinate and schedule meetings and conferences
• Coordinate operations, including purchasing, equipment, property inventory, building, equipment, and disposal
• Maintain complete stock of all office supplies and accuracy of inventory
• Connect with building vendors to carry out fixes and improvements.

Requirements and Skills

• Minimum of OND, HND qualification
• 2 - 5 years work 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, scanners etc.
• Proficiency in MS Office (MS Excel and MS PowerPoint, in particular)
• Excellent time management skills and the ability to prioritize work
• Attention to detail and problem-solving skills
• Excellent written and verbal communication skills
• Strong organizational skills with the ability to multi-task.