administrator and Personal Assistant

ROLE PROFILE

ROLE PROFILE

Ruhe Global Resources (RGR) is an international recruitment consultancy Language and examination Tutorial Center. We represent the interest of several institutions in educational and work institution in Australia Canada Cyprus Turkey Russia France Italy China India Germany Dubai New Zealand USA and United Kingdom.(other Europe Asia and Middle east countries) and offer national and international examinations Registration tutorial and preparation service for the purpose of study work and Migration abroad. We also own various subsidiaries that support our recruitment efforts.

Role Title: Administrator and Personal Assistant

Department: Management

Job Purpose

The administrator and Personal Assistant provides a vital function in Manages general office duties to ensure all RGR and its subsidiary company processes run smoothly. Assists with director duties and corresponds with clients customers guest tenants and vendors.

The administrator and Personal Assistant supports a management team of three directors that controls various existing and intended business start up.

Assist in managing the application and booking process for all clients and their family from first contact to enrolment in RGR services and support the Regional Manager and Director in setting coordinating and implementing strategies that can improve our current recruitment application admissions client s management and Marketing processes.

Assist in running of promotional events building relationships with feeder in institutions maintenance of full range of marketing platforms that must be utilised alongside the digital marketing manager.

Assist accurate records of all enquiries and supporting data to effectively evaluate marketing campaigns and initiatives. To work with the managing director to evaluate and successfully establish new client application opportunities while strengthening existing ones.

As the Office administrator and Personal Assistant you will led organize the endtoend office process for senior management team both to direct partners and individual clients applications from first contact to enrolment. You will work closely with other members of the organisation partners agents institution and with colleagues within the organisation brand and its subsidiary companies team using welldeveloped tact influencing and professional skills.

Core Working Relationships

Customer Service officer Business Development Officers Recruitment Officers and managers Branch Manager Conversion Officers/ Manager Events Manager Marketing/Brand Marketing Manager Human Resource Officer Managing Director.

The post holder will be Reporting to the COO and support two other Directors and work closely with all staff; this position will focus on administration and customer support for recruitment and implementation of all RGRs and its subsidiary company services and partner Universities programs and market the RGR brand in Nigeria across all marketing communications channels.

Job Description

Meeting with potential applicants in order to counsel and guide them towards any of RGRs services.

Performs clerical duties including but not limited to mailing and filing correspondence preparing payrolls placing orders and answering calls Interacts with clients visitors and vendors.

Sorts and distributes incoming mail

To provide guidance to work study and migrate abroad applications via email and individual meetings including checking of the final application prior to submission

Arranges meetings by reserving rooms and managing refreshments

Types correspondence meeting notes and forms among other documents and Photocopies scans and files appropriate documents.

Edits documents for accuracy and Maintains accurate records organizing data

Organizing events when necessary and Conducts research and compiles data

Signs for delivered packages and distributes them to the appropriate recipient.

Interacts with directors regularly.

Assists in setting up new client accounts and Maintains financial database records

Maintains stock of supplies by anticipating work requirements ordering supplies and distributing supplies where necessary

Covers reception upon occasion Answers customer questions and confirms customer orders

Engages in educational opportunities as needed

Performs additional duties when required including drafting brochures and organising the filing system

Attendance at recruitment exhibitions representation of RGR on exhibition stands.

Conversion of current applicants via telephone and facetoface meetings.

Regular visits to cities outside of Abuja. participation in admissions seminars held at schoolshotels and other venues.

Contribution to RGR s marketing strategy and organisation of marketing and advertising activity in Nigeria.

Delivery of expert visa advice and counselling for all RGR applicants applying for visas.

Input and expert advice with regards to RGRs strategy around the world(United Kingdom and Africa)

Possible travel to cities outside of Abuja for recruitment events or training including abroad.

Essentially sell programmes and represent the best interest of partners & RGR in Nigeria.

Ensure constant steam of walk in clients at the assigned RGR office.

Assist with developing new strategic recruitment activities through gathering market intelligence.

Achieve agreed targets for each quarter.

Provide timely and accurate updates to the Company regarding recruitment activities.

Make contact and follow up with new institutions to have a signed MOUs to send client to RGR partner institutions.

Make contact and follow up with new institutions for partnerships.

Identify new opportunity for contract an bid Writing in Africa and UK

Marketing and promoting RGR institutions to prospective applicants.

Maintain full update on RGR partner institutions regarding courses materials and procedures.

Initiate necessary virtual and realtime marketing strategies/campaigns using various social media platforms amongst others as required.

Any other related task that may be assigned

Responsibilities

Personal Assistant

acting as a first point of contact for callers dealing with emails and phone calls by responding passing on messages or highlighting them for their manager s attention

managing diaries and organising meetings and appointments often controlling access to the manager/executive

booking and arranging travel transport and accommodation

organising events and conferences

reminding the manager/executive of important tasks and deadlines

typing compiling and preparing reports presentations and correspondence

managing databases and filing systems

implementing and maintaining procedures/administrative systems

liaising with staff suppliers and clients

collating and filing expenses

miscellaneous tasks to support their manager which will vary eg completing some corporate governance reporting (to ensure that the business is being run properly and complying with legislation and regulations) or conducting research.

Administration Human resources and office support

sort and distribute incoming mail to areas and staff within the organisation and dispatch outgoing mail

write business letters reports or office memoranda using word processing programmes

answer telephone enquiries from customers attend to visitors and assist other staff in the organisation with their enquiries

operate a range of office machines such as photocopiers computers and faxes

file papers and documents relating to human resources and other function

undertake other duties such as banking credit control or payroll functions.

The candidate will also get involved over time in other areas of the business and be prepared to learn and develop their skills within the International education travel management property and recruitment sector.

Contract Management and Administration

Creating standard contracts that the company can use in its dealings with internal and external partners.

Studying the requirements duties and obligations of the company under contracts to ensure alignment with the company s goals and industry regulations.

Supervising contract execution to ensure compliance with regulatory guidelines.

Researching business partners and their history prior to writing or signing contracts.

Monitoring the implementation and performance of signed contracts.

Training supervising and managing the contract team.

Maintaining updating and improving contractual records.

Articulating capturing and implementing contractual issues

Negotiating contract terms with both internal and external entities

Reviewing existing contracts and updating them

Monitoring contractual performance using spreadsheets and electronic document management systems (EDMS)

Analysing risks associated with specific contract terms

Creating language standards for new contract documents or existing ones

Providing detailed reporting to the involved parties at the end of a contract

Administering and managing financial records invoices credits and final accounts as per project requirement

Bid and Proposal development management and administration

Take a handson role in developing writing editing and formatting highquality winning bids particularly at the early stages of framework submissions which tend to require case studies

Gain a deep understanding of potential clients needs tender requirements and business operations and where their needs can be met by The PSC s work

Work in a multidisciplinary team in preparing written information on our experience capabilities and proposed project approach

Ensure all proposals are proofread meet tender programme requirements and align with The PSC s bid management standards

Work with management team members to determine bid writing strategies and manage bid timetables deadlines and necessary meetings effectively to ensure timely compelling submissions

Manage bid submission process as necessary

Helping to maintain and improve our answer repository on an ongoing basis

Business Development

Identify and engage with expert contributors and associates as necessary

Business Development

Develop and initiate business development and /marketing strategies.

Assist in coordinating actions to influence developed strategies

Assist in the execution of marketing campaigns.

Assist in the development and planning of all branding and marketing activiti

Identify opportunities develop plans and establish business alliances that will strengthen the RGR brand.

Carry out sensitization activities and generate new leads in formal and informal sectors of key cities where an RGR office does not exist at the moment.

Make presentations to key employers parents and students of highly rated secondary institutions and generate traffic/leads/registrations ensuring students register.

Create the needed buzz in tertiary institutions thereby increasing leads from the institutions.

Marketing

Acts as the highestranking employee in the marketing department

Research and analyses market trends competitor offerings demographics and other information that affects marketing strategies

Uses research findings and analysis to provide direction to marketing managers regarding upcoming marketing projects new products or services and overall strategy

Identifies areas for improvement in product offerings sales tactics marketing strategy and promotional activities

Get approval for all marketing campaigns and plans before they are implemented

Weighs in on important decisions involving product advertising packaging media channels and branding

Maintains the departments budget and ensures all marketing activities are costeffective

Works with other company officers to establish budgets and marketing objectives

Monitors marketing and sales performance and adjusts strategies as needed

Adheres to and implements all company policies and procedures

Sales

Organising sales visits to variety of locations to increase companies sales in number

Demonstrating and presenting products to customers

Establishing new business from customers and other businesses

Maintaining accurate records of sales made

Attending industry exhibitions conferences and meetings

Reviewing personal sales performance and ensuring improvement

Negotiating contracts and packages with business to business organisation and referral partners

Aiming to achieve monthly or annual targets.

Plan campaigns programmes and events supported by integrated on and off line media that target key client groups to provide awareness of brand create project leads and increase enquiries and demand for products and services.

Plan regular/monthly personal emarketing mailers to communicate product and event campaigns.

Database management; improve the utilisation of the Customer Relationship Management system to ensure successful direct marketing programmes

Manage relationships with targeted trade press to increase awareness

Produce Marketing Intelligence and Management Information as required

Client liaison; proactive & reactive response to customer/ potential customers

Direct digital strategy: use of LinkedIn groups blogs & social media

Customer service

Respond to and escalate the problems of the customer promptly

Assist customers via Face to Face emails and over both over the phone and on social media platforms.

Listen to the customer queries patiently to resolve issues

Maintain records of customer interactions and transactions recording details of inquiries complaints and comments as well as actions taken and query resolution to ensure customer satisfaction

Update/maintain social media log on a nightly basis

Check to ensure that appropriate changes were made to resolve customers problems

Ability to retain product knowledge and help educate the customer

Requirements

Experience and Qualifications

Essential Skills and Experience:

Proven experience as an Administrative Assistant Virtual Assistant or Office Admin Assistant

Knowledge of office management systems and procedures

Working knowledge of office equipment like printers and fax machines

Proficiency in MS Office (MS Excel and MS PowerPoint in particular)

Excellent time management skills and the ability to prioritise work

Attention to detail and problem solving skills

Excellent written and verbal communication skills

Strong organizational skills with the ability to multitask

High School degree; additional qualification as an Administrative assistant or Secretary will and added advantage

Evidence of working within a targetdriven environment

Meeting Sales Goals and Professionalism

Ability to Work Alone or As Part of a Team

Enthusiastic and Reliable.

Knowledge of Basic Office Management Procedures.

Experience and ability in providing market intelligence in order to guide recruitment activities

Knowledge and experience of visa counselling for visa applicants

Prospecting Skills Sales Planning Selling to Customer Needs Closing Skills Market Knowledge Presentation Skills High & Sustainable Energy Level

Experience of report writing and statistical analysis

Excellent customer service skills experience working within a customer facing role

Takes initiatives and works independently/within a team when required

Highly organised can manage a number of different tasks simultaneously

Can work under pressure when required

Excellent communication skills can build positive relationships with people of a variety of different ages and levels of authority

Can influence and persuade at all levels

Culturally sensitive and committed to equal opportunities. Committed to RGR s values of equality and diversity.

Ability and willingness to travel within Nigeria including.

Excellent customer service and sales support skillsExcellent written and Verbal communication skills

Evidence of success in building and maintaining customer relationships leading to increased sales

Able to work under pressure to meet deadlines.

Sound organisational planning & time management skills.

Highly motivated selfstarter with a high level of energy and motivation.

Able to work on own initiative and excel in them.

Benefits

Salary:
you will be placed on 3 to 6 months probation with a salary of N100000 N150000 depending on experience. After probation your salary could be increased to between N130 to N200000 depending on input and performance. To succeed in this role you must be well experienced have excellent use of computer systems be proactive intelligent smart and can work independently.