Do you have a knack for
excellence?
Are you creative, innovative
and passionate about what you do?
We are looking for you to be
part of our growing team that will help us deliver amazing and unique
experiences to our clients.
We are looking for fill the
following position:
Administrative Assistant
The position holder is
responsible for providing efficient and effective general administrative
services that include: providing general office support and administration,
managing reception, liaising with internal and external contacts and providing
logistical support.
Duties and Responsibilities
- Welcoming
visitors referring them to the appropriate teams and / or staff.
- Answer
incoming phone calls and take messages if necessary and transfer outbound
calls.
- Handling all
incoming and outgoing correspondence including e-mails, general
correspondence and other communication.
- Responsible
for general office cleanliness.
- Drafting
letters and other communication to external parties as maybe required.
- Support team
in internal communications (e.g. ad hoc meetings, announcements, absences,
updates)
- Maintain an
adequate inventory of office supplies and ensure that there is always an
adequate supply of the same.
- Co-ordinate
all pertinent travel arrangements for the team including booking of
hotels, flights and other associated arrangements.
- Responsible
for scheduling and follow up of client meetings.
- Responsible
for ensuring that items required on site for events have been availed and
dispatched to the specific site.
- Responsible
for ensuring that items used for an event are brought back to the office
and are accounted for.
- Holds office
float to facilitate payment from petty cash and provides weekly
reconciliations to Head of Department.
- Follow up on
supplier invoices and forwards them for payment.
- Issue cheques
and maintains the relevant documentation.
- In liaison
with the relevant employees, review and make payments for crews.
- Maintains and
updates asset register and tracks of the movement of assets, ensure safe
custody of assets and ensure that they are all insured.
- Responsible
for conducting quarterly stock take of event items and company assets.
- Overall
coordination of drivers and messenger: alerting staff when there are
potential booking clashes, communicating shortage of availability in
advance for planning purposes.
- Monitor and
calculate fuel and mileage for vehicle use in liaison with the drivers.
- Supervise the
office assistant, drivers and messenger.
- Ensure all
office equipment is serviced on time and is in working condition.
- Maintain a
service and maintenance schedule for all equipment and assets and liaises
with the respective service providers to ensure that office equipment that
needs repair, servicing or maintenance is done in good time. (e.g.
computers, photocopier , printers etc)
- Manage service
contracts with suppliers for required administrative services – including
repair/maintenance, water, electricity, office supplies, etc. to avoid
disruption of services and supplies.
- Ensure all
service provides and suppliers are effectively managed.
- Ensure that
all office equipment (computer, fax, scanner, photocopy machine, telephone
systems, vehicles etc) are well maintained and operating optimally.
- Ensure that
office premises are in good state, and liaises with landlord and other
service provides for timely repairs.
- Ensuring that
all necessary requisitions that pertain to the department are raised in
good time.
- Schedule
payments, raise payment requests and make timely payments for all
utilities (security, IT, internet, rent, water, electricity, telephone).
- Responsible
for all insurance matters that relate to the company (procuring and
renewals).
- Maintaining of
an accurate filing and record (paper and electronic) system.
- Prepare and
submit accurate monthly reports for petty cash, fuel, mileage, utilities,
consumables, events items and equipment and stationery.
- Maintain
employee related documentation.
Job Requirements
- A Diploma or
Degree in Business Administration.
- Minimum age of
25 years.
- Minimum two
years work experience in a similar role.
- Previous work
experience in an events company will be an added advantage.
- Excellent
interpersonal skills are a crucial requirement in this role.
- Excellent
working knowledge of MS Office applications.
- Detail
oriented and strong organizational skills are a must.
- Ability to
multi-task and work on multiple assignments with little direct supervision
balanced by an understanding of the need to keep those involved informed
of progress, workload and priorities.
- Excellent
communication skills (spoken and written).
- Must have
strong organizational skills demonstrating ability to perform and
prioritize multiple tasks seamlessly with excellent attention to detail.
- Ability to
make negotiate, decisions, exercise sound judgment and use initiative.
- Ability to
work under pressure with tight deadlines in a fast-paced environment.
- Ability to
meet deadlines and prioritize work.
- Flexible and
adaptable to change.
- Proactive and
resourceful.
- Ability to
work independently and as part of team.
- Must be able
to maintain confidentiality and exercise discretion.
- Must be able
to think of and find solutions for problematic situations that occur.
How to Apply
If you fit the bill, kindly
send us your CV including 3 professional referees to ennovateevents@gmail.com.
Kindly indicate your current
and expected salary and the notice period you would require if selected for the
position by 24th July 2017.