Career Opportunities at International Master Security Systems Limited

Job Description

• You must be a professional who will manage the front desk of our organization.
• You are the first point of contact for our guests after their clearance at the security post.
• In addition, you will also perform various administrative and clerical tasks.
• You will also provide support to our managers and employees, assisting in daily office needs and managing the company’s general administrative activities.

Responsibilities

• Greet and welcome guests as soon as they arrive at the office
• Direct visitors to the appropriate person and office
• Develop and maintain a filing system
• Write and distribute email, correspondence memos, letters and forms
• Assist in the preparation of regularly scheduled reports
• Develop and maintain a filing system
• Submit and reconcile expense reports
• Provide general support to visitors
• Act as the point of contact for internal and external clients
• Liaise with executive and senior administrative assistants to handle requests and queries from senior managers
• Update and maintain office policies and procedures
• Answer, screen and forward incoming phone calls
• Ensure reception area is tidy and presentable, with all necessary stationery and material (e.g. pens, forms and brochures)
• Provide basic and accurate information in-person and via phone/email
• Receive, sort and distribute daily mail/deliveries
• Maintain office security by following safety procedures and controlling access via the reception desk (monitor logbook, issue visitor badges)
• Perform other clerical receptionist duties such as filing, photocopying, and transcribing.

Requirements and skills

• A minimum of OND; additional certification in Office Management / Human Resource / Customer Care is a plus
• At least 3 years relevant work experience.
• Proven work experience as a Receptionist, Front Office Representative or similar role
• Knowledge of office management systems and procedures
• Proficiency in Microsoft Office Suite
• Hands-on experience with office equipment
• Professional attitude and appearance
• Excellent time management skills and the ability to prioritize work
• Attention to detail and problem solving skills
• Solid written and verbal communication skills
• Ability to be resourceful and proactive when issues arise
• Excellent organizational skills
• Multitasking and time-management skills, with the ability to prioritize tasks
• Customer service attitude.

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Job Summary

• The Office Assistant/Cleaner is responsible for a variety of office support duties and to carry out the cleaning function for the organisation.

Duties and Responsibilities

Cleaning:

• Perform cleaning functions as required, including washing, sweeping, dusting, vacuum-cleaning, and polishing.
• Clean surfaces, including floors, furniture, walls, doors, windows, carpets, curtains, washroom towels consistently.
• Keep office rooms, kitchen, and toilets clean and hygienic.
• Maintain and clean all cleaning equipment utilized.
• Empty and clean wastepaper baskets; transporting waste material to designated collection points.
• Ensure that the office compound is clean.
• Always ensure cleanliness of facilities and report any instances of damage and mismanagement to the Admin Manager.
• Ensure Health & Safety regulations are followed by all staff and visitors.

Administrative Duties:

• Answer, screen and forward any incoming phone calls while providing basic information when needed.
• Receive and serve visitors by greeting, welcoming, directing and announcing them appropriately.
• Prepare refreshments for visitors and for staff during meetings.
• Arrange for meetings by securing refreshments.
• Scanning, photocopying, and filing documents.
• Supporting departmental staff by conducting research and compiling data upon request.
• Managing inventory of office supplies, by making requisitions for kitchen sundries and office stationery monthly and ensuring adequate stock. Submit requests for all utilities needed early to the Admin Manager.
• Ensure that the office is constantly running with enough toiletries, washroom, general office (e.g., door mats and dusters) and kitchen accessories.
• Report all deficiencies and faults in area of operation to Admin Manager in due time.
• Assist with general filling.
• Assists with printing photocopying and preparation of materials needed for training, meetings, seminars/ workshop.
• Make adjustments and conduct minor repairs.
• Perform light accounting duties as requested by Finance staff.
• Accountable for all office equipment to him/her.
• Any other general administrative duties as will be assigned from time to time.

Logistics:

• Assist in handling logistics as directed by the Admin Manager or senior staff.
• Receive and sort office letter/deliveries/couriers.
• Distributing office letters to partner institutions.
• Receiving office letters, opening, sorting, and distributing to the appropriate staff.
• Assist in scheduling travel arrangements for staff.

Education and Qualifications

• Completion of at least Secondary education.
• At least one year working experience in a similar position.
• Ability to work with computers.
• Sufficient knowledge of Microsoft Office packages.
• Secretarial/ office management background will be an added advantage
• Proficient in spoken and written English.

Competencies and Skills Required:

• Good verbal and written communication skills.
• Good interpersonal skills.
• Ability to multitask/work well under pressure.
• Excellent interpersonal and customer service skills.
• Ability to work with minimum supervision.
• Must have an eye for details.
• Ability to learn quickly.
• Ability to use modern office equipment.
• Ability to understand and follow simple written and oral directions
• Ability to use appropriate initiative as may be required in a given situation.
• Time management skills.
• Ability to identify and organize resources needed to accomplish tasks.

Personal Attributes Required for Appointment:

• Highest Standards of Ethics, Integrity, and Professionalism; Honest and Trustworthy; Confidential; Patient; Positive Attitude and Behaviour; Paying Attention to Details; Self-motivated; Resourceful.

Note

• Candidate must be resident of: Obalende, Ikoyi and Victoria Island.
• All correspondents will be via email.