Latest Vacancies at GUO Transport Company Limited

Job Description

• Devising/maintaining office systems, including data management and filing
• Arranging travel, visas and accommodation, and occasionally travelling with the manager to take notes or dictation at meetings or to provide general assistance during presentations
• Screening phone calls, enquiries and requests, and handling them when appropriate
• Meeting and greeting visitors at all levels of seniority
• Organizing and maintaining diaries and making appointments
• Dealing with incoming email, post, often corresponding on behalf of the manager
• Deliver and pick-up business-related correspondence
• Work with executive administrative team to create spreadsheets and presentation and presentation
• Carrying out background research and presenting findings
• Producing documents, briefing papers, reports and presentations
• Organizing and attending meetings and ensuring the manager is well prepared for meetings
• Liaising with clients, suppliers and other staff.
• Assist in creating and distributing meeting minutes for the monthly manager’s meetings and other executive meetings.

Requirements

• Proven work experience as a personal assistant
• Knowledge of office management systems and procedures
• MS Office and English proficiency
• Outstanding organizational and time management skills
• Up-to-date with latest office gadgets and applications
• Ability to multitask and prioritize daily workload
• Excellent verbal and written communications skills
• Discretion and confidentiality
• HND or B.Sc/B.A qualification
• PA diploma or certification would be considered an advantage but relevant qualifications will be considered as well.
• Minimum of 3-5 years’ work experience in this role.

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Job Description

• Plan and coordinate administrative procedures and systems and devise ways to streamline processes
• Recruit and train personnel and allocate responsibilities and office space
• Assess staff performance and provide coaching and guidance to ensure maximum efficiency
• Ensure the smooth and adequate flow of information within the company to facilitate other business operations
• Improves program and service quality by devising new applications; updating procedures; evaluating system results with users.
• Renewal of vehicle particulars
• Improves program and service quality by devising new applications; updating procedures; evaluating system results with users.
• Monitor inventory of office supplies and the purchasing of new material with attention to budgetary constraints
• Monitor costs and expenses to assist in budget preparation
• Oversee facilities services, maintenance activities and tradespersons (e.g. suppliers/vendors)
• Organize and supervise other office activities (recycling, renovations, event planning etc.)
• Ensure operations adhere to policies and regulations
• Ensure that the overall conditions of the building and equipment are in compliance with health, environmental and security standards
• Keep abreast with all organizational changes and business developments

Requirements

• Proven experience as administration manager
• In-depth understanding of office management procedures and departmental and legal policies
• Familiarity with financial and facilities management principles
• Proficient in MS Office
• An analytical mind with problem-solving skills
• Excellent organizational and multitasking abilities
• A team player with leadership skills
• Minimum of a Bachelor's Degree in Public Administration, Business Administration or any relevant field
• Minimum of 3-5 years work experience in this role.