P.A / Admin Officer Job at TM Interiors & Associates Limited

We Are TM Interiors & Associates Limited, A member of the NOZIONE HUB LTD, TM INTERIORS & ASSOCIATES LIMITED was Incorporated in 2016. We are a Nigeria-based interior design firm that takes pride in our distinctly modern-eclectic portfolio that exceeds clients’ expectations while complimenting their lifestyles – all with an unwavering commitment to quality. Our team comprises of amazing and creative talents who are firmly committed to the success of every project. We are uncommonly creative and unwaveringly trusted

We are recruiting to fill the position below:

Job Position: P.A / Admin Officer
Job Location: Victoria Island, Lagos
Employment Type: Full Time

Job Description

• Complete a broad variety of administrative tasks for the Managing Director including managing an extremely active calendar of appointments, planning, coordinating, and ensuring the Managing Director’s schedule is followed and respected, acts in a “gatekeeper” capacity, creating win-win situations for direct access to CEO’s time and office.
• Assist with marketing platforms, including social media & email marketing, with the same to be achieved by committee and collaboratively, workload permitting.
• Compose and prepare correspondence, monitor and respond to emails.
• Coordinate meetings and take detailed minutes
• Handle confidential information with discretion
• Set up meeting files, scheduling and calendaring meetings, set meeting agendas, setting location, time, and appropriate duration, identifying, inviting and confirming participants, facility arrangements where required.
• Prepare travel arrangements, expense reports, and all items needed to ensure the Managing Director’s successful focus on external relations and organisational growth.
• Research, prioritise, and follow up on incoming issues and concerns addressed to the Managing Director, including those of a sensitive or confidential nature. Consult with the MD in determining the appropriate course of action, referral or response.
• Provide a bridge for clear communication and maintain credibility, trust and support between the office of the Managing Director and staff.
• Work closely and effectively with the Managing Director to keep her well informed of upcoming commitments and responsibilities, and follow up appropriately. Acts as a “barometer, ” having a sense for the issues taking place in the internal and external environments and keeps the MD updated.
• Draft Prioritise conflicting needs, handle all matters expeditiously, and proactively, and follow through on projects to successful completion, often with deadline pressures.
• Deputising for the Managing Director, making decisions and delegating work to others in her absence.
• Ensure the Managing Director is fully briefed on, or prepared for engagements she is involved in.
• Manage the Managing Director’s office ensuring the proper documentation and record keeping on behalf of the MD.
• Filter general information, queries, phone calls, and invitations to the MD by redirecting or taking forward such contact as appropriate.
• Occasionally travel with the Managing Director to take notes or dictation at meetings or to provide general assistance during business trips.
• perform other ad-hoc tasks that may be deemed necessary
• Assist in various ad-hoc tasks to ensure smooth operations.

Administrative (Coordination and Staff Management):

• Maintain and prepare financial files (physical and soft copies) and records in a manner that is easily accessible and secured
• Assist with the preparation of budgets and estimates on a weekly, monthly or yearly basis
• Be responsible for creating, maintaining and updating the database of clients
• Ensure inflow and outflow transactions are properly recorded and entered into the cash books on a daily basis
• Administer petty cash according to established procedures
• Accurately prepare the necessary documents, compile source documents and daily postings of all the paid transactions in the cash books;
• Coordinate and provide logistical support for Project activities, including travel arrangements, visas, field visits, and DFAT/counterpart visits.
• Provide administrative support to team members
• Review supplier contracts and contracts for terms and conditions.
• Prepare regular reports on expenses and office budget
• Provide logistic support and oversee the overall logistic processes in support of the objectives of the organisation.
• Responsible for prioritising work orders and organising tasks based on project deadlines.
• Oversee customer-based queues and plan and allocate tasks to meet configuration requirements
• Responsible for tracking, receiving, and stocking all items ordered
• Ensure materials are appropriately stored.
• Any additional responsibilities and roles as may be required by management.

Qualifications

• HND / BSc in Business Administration or any Social Science related field.

Experience:

• 3 - 5 years of relevant experience.

Skills:

• Very Good Communication skills (English): Spoken and written
• Advanced Analytical Skills
• Very Good IT skills
• Very Good Report Writing
• Moderate Negotiation Skills
• Very Good Presentation skills.

Method of Application
Interested and qualified candidates should send their CV and credentials to: HR_Tmiworks@outlook.com using the Job Position as the subject of the mail.