Office Administrator and Personal Assistant at Ruhe Global Resources (RGR)

Job Purpose

• The Office administrator and Personal Assistantprovides a vital function in Manages general office duties to ensure all RGR and its subsidiary company processes run smoothly.
• Assists with director duties and corresponds with clients, customers, guest, tenants and vendors.
• The Office administrator and Personal Assistant supports a management team of three directors that controls various existing and intended business start up.
• 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 led, 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 organisation partners, agents institution and with colleagues within the organisation brand and its subsidiary companies team using well-developed tact, influencing and professional skills.

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.
• 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 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

• Meeting with potential applicants in order to counsel and guide them towards any of RGRs services.
• 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
• To provide guidance to work study and migrate abroad applications via email and individual meetings, including checking of the final application prior to submission
• Arranges meetings by reserving rooms and managing refreshments
• 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
• 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
• 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 in Nigeria.
• Ensure constant steam of walk in clients at the assigned RGR office.
• Assist with developing new strategic recruitment activities through gathering market intelligence.
• 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.
• 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
Personal Assistant:

• Acting as a first point of contact for callers, dealing with emails and phone calls by responding, passing on messages or highlighting them for their manager’s attention
• Managing diaries and organising meetings and appointments, often controlling access to the manager/executive
• Booking and arranging travel, transport and accommodation
• Organising events and conferences
• Reminding the manager/executive of important tasks and deadlines
• Typing, compiling and preparing reports, presentations and correspondence
• Managing databases and filing systems
• Implementing and maintaining procedures/administrative systems
• Liaising with staff, suppliers and clients
• Collating and filing expenses
• Miscellaneous tasks to support their manager, which will vary eg completing some corporate governance reporting (to ensure that the business is being run properly and complying with legislation and regulations) or conducting research.

Administration and office support:

• Sort and distribute incoming mail to areas and staff within the organisation and dispatch outgoing mail
• Write business letters, reports or office memoranda using word processing programmes
• Answer telephone enquiries from customers, attend to visitors and assist other staff in the organisation with their enquiries
• Operate a range of office machines such as photocopiers, computers and faxes file papers and documents
• Undertake other duties such as banking, credit control or payroll functions.
• The candidate will also get involved over time in other areas of the business and be prepared to learn and develop their skills within the International education , travel management property and recruitment sector.

Contract Management and Administration:

• Creating standard contracts that the company can use in its dealings with internal and external partners.
• Studying the requirements, duties and obligations of the company under contracts to ensure alignment with the company’s goals and industry regulations.
• Supervising contract execution to ensure compliance with regulatory guidelines.
• Researching business partners and their history prior to writing or signing contracts.
• Monitoring the implementation and performance of signed contracts.
• Training, supervising and managing the contract team.
• Maintaining, updating and improving contractual records.
• Articulating, capturing and implementing contractual issues
• Negotiating contract terms with both internal and external entities
• Reviewing existing contracts and updating them
• Monitoring contractual performance using spreadsheets and electronic document management systems (EDMS)
• Analysing risks associated with specific contract terms
• Creating language standards for new contract documents or existing ones
• Providing detailed reporting to the involved parties at the end of a contract
• Administering and managing financial records, invoices, credits and final accounts as per project requirement.

Bid and Proposal development, management and administration:

• Take a hands-on role in developing, writing, editing, and formatting high-quality winning bids, particularly at the early stages of framework submissions which tend to require case studies
• Gain a deep understanding of potential clients’ needs, tender requirements, and business operations, and where their needs can be met by The PSC’s work
• Work in a multi-disciplinary team in preparing written information on our experience, capabilities, and proposed project approach
• Ensure all proposals are proofread, meet tender programme requirements, and align with The PSC’s bid management standards
• Work with management team members to determine bid writing strategies and manage bid timetables, deadlines, and necessary meetings effectively to ensure timely compelling submissions
• Manage bid submission process as necessary
• Helping to maintain and improve our answer repository on an ongoing basis
• Business Development
• Identify and engage with expert contributors and associates as necessary.

Business Development:

• 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.

Marketing:

• Acts as the highest-ranking employee in the marketing department
• Research and analyses market trends, competitor offerings, demographics, and other information that affects marketing strategies
• Uses research findings and analysis to provide direction to marketing managers regarding upcoming marketing projects, new products or services, and overall strategy
• Identifies areas for improvement in product offerings, sales tactics, marketing strategy, and promotional activities
• Get approval for all marketing campaigns and plans before they are implemented
• Weighs in on important decisions involving product advertising, packaging, media channels, and branding
• Maintains the department's budget and ensures all marketing activities are cost-effective
• Works with other company officers to establish budgets and marketing objectives
• Monitors marketing and sales performance and adjusts strategies as needed
• Adheres to and implements all company policies and procedures.

Sales:

• Organising sales visits to variety of locations to increase companies sales in number
• Demonstrating and presenting products to customers
• Establishing new business from customers and other businesses
• Maintaining accurate records of sales made
• Attending industry exhibitions, conferences and meetings
• Reviewing personal sales performance and ensuring improvement
• Negotiating contracts and packages with business to business organisation and referral partners
• Aiming to achieve monthly or annual targets.
• Plan campaigns, programmes and events supported by integrated on and off line media that target key client groups to provide awareness of brand, create project leads and increase enquiries and demand for products and services.
• Plan regular/monthly personal e-marketing mailers to communicate product and event campaigns.
• Database management; improve the utilisation of the Customer Relationship Management system to ensure successful direct marketing programmes
• Manage relationships with targeted trade press to increase awareness
• Produce Marketing Intelligence and Management Information as required
• Client liaison; proactive & reactive response to customer/ potential customers
• Direct digital strategy: use of LinkedIn groups, blogs & social media.

Customer service:

• Respond to and escalate the problems of the customer promptly
• Assist customers via Face to Face, emails and over both over the phone and on social media platforms.
• 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
• Update/maintain social media log on a nightly basis
• Check to ensure that appropriate changes were made to resolve customers' problems
• Ability to retain product knowledge and help educate the customer.

Requirements
Experience and Qualifications:

• OND / HND / B.Sc / M.Sc graduates
• Candidates should possess atleast 3 years of work experience.
• Candidates with previous experience as an administrator, personal assistant, customer service, human resources, contract and operations management will be highly considered.
• Strong speaking and writing skill
• If you have what it takes to thrive in a competitive environment.
• Have IT, Admin, PR, or Marketing or any relevant Background.
• Do you have excellent command of English? Then you are just the right person we are looking for.
• We are seeking young, vibrant, result oriented persons.
• You must be a very competent user of computer system and internet.

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)
• 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
• High School degree; additional qualification as an Administrative assistant or Secretary will and added advantage
• 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 visa counselling for visa applicants
• 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
• 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
• Excellent written and Verbal communication skills
• 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
• 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 succeed in them.

Salary

• You will be placed on 3 to 6 months’ probation with a salary of N100,000 - N130,000 Monthly depending on experience.
• After probation, your salary could be increased to between N130,000 to N200,000 Monthly depending on input and performance.
• To succeed in this role you must be well experienced, have excellent use of computer system, be proactive, intelligent, smart and can work independently.