Administrative Secretary at Bauhaus Group

Summary:

The right candidate acts as the point of contact between the manager and internal/external clients. The candidate will be responsible for all clerical and administrative support in order to optimize workflow procedures in the office. The candidate will assist colleagues and executives by supporting them with planning and distributing information and will be the point of reference for all queries, requests or issues.

• Schedule appointments and arrange meetings, appointments and daily/weekly/monthly calendar
• Assist in maximizing all areas of profitability through revenue generation and productivity
• Ensure increased levels of client and customer satisfaction 
• Maintain administrative records, materials, plant and equipment
• Prospection and business development of company activities, service lines and operations
• Ensure consistency of brand standards and a high level of performance and service delivery
• Schedule appointments and arrange meetings, appointments and daily/weekly/monthly calendar
• Assemble materials and set up the meeting space
• Prepare summaries of meeting outcomes and documents
• Answer and screen phone calls and redirect them when necessary
• File, update and manage contact information of employees, customers, suppliers and external partners
• Design, implement and maintain both electronic and paper filing systems
• Track and maintain the levels of all office supplies, orders, replacements and fixtures
• Responsible for an office budget for supplies and other expenditures
• Opens, reviews, sort and distribute incoming and outgoing mail and faxes to the appropriate recipients
• Undertake receptionist duties
• Must have knowledge of word processing and spreadsheet software, including Word and Excel, and the ability to learn billing software
• Ability to operate office equipment (ex: fax, copier, mail, etc.)

Qualifications We Are Looking For:

• A minimum of HND (Building) with second class lower division
• A minimum of Bachelors Degree 
• A degree in Management, Administration or Real Estate is an advantage
• Experience as a Secretary or Administrative Assistant 
• Intermediate knowledge and technical skills in Microsoft Office

The Ideal Candidate Must:

• Have excellent communication collaboration, presentation, time management and organizational skills and customer service experience
• Have the ability to work with tight deadlines and budgets
• Have the ability to communicate with a wide range professionals
• Be able to work independently and meet deadlines and targets
• Be proficient in proofreading, spelling, grammar punctuation and math
• Have the ability to multitask and adapt and adjust to changes in the work schedule/work plan
• Have great understanding of various expectations, obligations, performance metrics and compliance issues
• Have a positive attitude, exceptional written and verbal communication skills, great organization and negotiational skills and be a team player