Jobs at International Masters Security Systems (IMSS) Limited

Roles and responsibilities:

• Perform Control Room daily operations with high integrity and efficiency.
• Monitor CCTV during the shift and report any unusual activity to Security Manager Respond promptly to the radio checks, made by the staff and keep accurate records of all communication. Also prepare Radio Checks Report for SM, HRM, GM and PC.
• Keep record of staff members, going on visits & keep a record of any incidents and report these to the SM, GM and PC.
• Monitor Vehicle and Staff movements via CCTV and report any alarm activation to the Duty Security officer and Superiors.
• Inform Security Manager of any Security related incident. Instigate telephone Tree where directed to do so.
• Monitor the security situation and detail the RRV to prove routes and advise on the road status.
• Manage the main switchboard, answer all the calls courteously and direct them to the right department promptly and courteously.
• Prepare and manage extension lists and other duty officers’ lists on weekly basis.
• Manage Store and inventories record management.
• Collect and enter Operatives details in respective database and update multiple databases used in daily operations of Control Room. Also prepare daily reports for staffs concerned.
• Take important messages for staff mainly of Headquarter and delivering such messages on priority bases without any delay, when staff are off duties.
• Make arrangements for staff clearance, coordinating with Security Supervisor/Police and keep the Security Duty officer informed.
• Receive and distribute all the incoming mail from post room and maintain the mail log books. Sort out unmarked mail to the relevant sections/individuals.
• Deal with in & out of office hours IMSS Headquarters Cases. Record their details and inform the relevant duty officers accordingly.
• Any other duty as directed by the duty SM, GM, HRM and the PC.

Desirable:

• Good standard of oral and written in English
• Ability to use the Microsoft Office Package especially MSWord, MS Outlook and MS Excel
• Ability to work long straight hours

Required competencies  

• Paying absolute attention to every detail.
• Making Effective Decisions.
• Leading and Communicating.
• Managing a Quality Service.
• Delivering at Pace                                                   

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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.
• Location Requirement: Applicants must reside in Ikoyi, Obalende, or Dolphin Estate to be considered for this role.

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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.