Administrative Coordinator

1 month ago

Lagos, Lagos, Nigeria Jenniez School of African Interior Design Full time
Job Title: Administrative AssistantAbout the Role

We are seeking a highly organized and detail-oriented Administrative Assistant to provide support to our team at Jenniez School of African Interior Design. As the first point of contact for students, clients, and staff, you will play a critical role in maintaining a well-organized and productive environment.

Key Responsibilities
  • Manage daily office operations, ensuring a clean, organized, and well-stocked workspace.
  • Coordinate with vendors and suppliers for office maintenance, equipment repairs, and other office needs.
  • Maintain office filing systems, electronic and physical, ensuring important documents are accessible.
  • Monitor and manage office inventory, placing orders for supplies as needed.
  • Manage calendars for senior staff, scheduling meetings, appointments, and travel arrangements.
  • Coordinate internal and external meetings, ensuring meeting spaces are prepared and necessary materials available.
  • Serve as the first point of contact for incoming calls, emails, and visitors, providing excellent customer service.
  • Draft, edit, and proofread documents, emails, and reports for internal and external communication.
  • Assist with managing social media and website updates as required by the marketing team.
  • Maintain accurate records of student enrollments, design project details, client contracts, and other key business documents.
  • Input data into company systems, ensuring all information is accurate and up-to-date.
  • Assist in generating reports for senior staff as needed.
  • Organize and archive important documents and records, ensuring compliance with company and legal retention policies.
  • Assist the Finance Manager with basic financial tasks, including processing invoices, expense reports, and reimbursement requests.
  • Help track payments and follow up on outstanding invoices or tuition fees, ensuring timely collections.
  • Reconcile office expenses, maintain petty cash, and track receipts for financial reporting.
  • Prepare financial reports related to office expenditures and budgets as needed.
  • Serve as a point of contact for prospective students and design clients, answering questions about enrollment, courses, and design services.
  • Assist with the student enrollment process, collecting and verifying necessary documentation.
  • Help manage client inquiries and follow up on communications related to design projects or services.
  • Provide administrative support to instructors, including preparing course materials and managing student records.
  • Make travel arrangements for senior staff, instructors, or external speakers, including booking flights, accommodation, and transportation.
  • Assist with the organization and logistics of company events, workshops, and student exhibitions.
  • Ensure all event logistics, including invitations, catering, and venue setup, are managed effectively.
  • Coordinate attendance for internal and external events, ensuring attendees have all necessary information.
Qualifications and Experience

We are looking for an individual with a high school diploma or equivalent, with 2-4 years of experience as an administrative assistant or in a similar role. Proficiency in office management systems, procedures, and software, such as Microsoft Office Suite or Google Workspace, is essential. Excellent organizational and time management skills, strong written and verbal communication abilities, and the ability to handle multiple tasks and prioritize effectively are required.

Key Competencies
  • Organization: Ability to manage multiple tasks, maintain office systems, and prioritize effectively.
  • Communication: Strong interpersonal and communication skills, with the ability to interact professionally with students, clients, and staff.
  • Customer Service: Focused on providing excellent support to internal teams and external clients.
  • Problem-Solving: Ability to anticipate needs, address issues proactively, and find efficient solutions.
  • Attention to Detail: Thorough in completing tasks, maintaining accurate records, and managing important documents.
  • Teamwork: Willingness to collaborate with others and contribute to a positive working environment.

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