Administrative assistant

Job Summary

Reports To: CEO Direct Internal Customers: response to all external and internal mails, support the chief admin officer

  • Minimum Qualification: OND
  • Experience Level: Entry level
  • Experience Length: No Experience/Less than 1 year

Job Description

Job description
Minimum Qualification and Experience
  • A BA/BSc holder with a minimum of 3 years of relevant experience
  • Previous experience with Book Keeping (will be an added advantage)
  • Computer Skills
Key Result Areas
Client Management
  • Supervise day-to-day operations in the customer service department.
  • Responsible for providing service information, and helping our numerous customers by being informative, empathetic, and eager to quickly solve a customer’s problem.
  • Willingness to listen, learn, and resolve any customer inquiry that crosses your desk.
  • Identify and contact potential customers for business opportunities.
  • Develop customer satisfaction goals, surveys and periodically prepare reports on overall customer satisfaction.
  • Communicate with customers through phone, emails, and WhatsApp chats
  • Act as the company gatekeeper and answer questions about product and services
Key Performance Indicators
  • Ensure good relationship with customers
  • 100% neatness of front office area
  • 100% knowledge of ALL products and services
  • A weekly report of customer’s data that visit the salon.
  • Daily customer satisfaction survey reports
  • 100% politeness and calmness when dealing with customers
  • Ensure accuracy of all customer data and information.
Bookings, Enquiries and Complaints
  • Provide knowledgeable answers to questions about a product, pricing and availability.
  • Respond to and resolve customer service issues in a timely manner and implement an effective customer loyalty program.
  • Ensure all customers booking are properly taken, documented and scheduled with the operational staff.
  • Effectively manage customers complaint at all times
  • Liaise with another department for availability to confirm bookings
Key Performance Indicators
  • Zero error for customers’ bookings.
  • Follow up-to remind customers of bookings.
  • Timely update of customers’ bookings to the operational staff.
  • All response to complaints or enquiry should be
  • 100% professional
  • Store Management
  • Oversees and administers the day-to-day activities of the office.
  • Provides assistance and support to all departments and the execution of all activities.
  • Manages employees in ‘supporting’ roles, including administrative staff, operations staff and cleaning staff
  • Ensure all beauty treatment meets high-quality standard
  • Keep track of Salon equipment and arrange for regular maintenance where necessary.
  • Take stock of beauty products and stock up timely
Key Performance Indicators
  • Ensure the smooth running of the office.
  • Ensure that the office equipment and facilities are working efficiently.
  • Ensure the accuracy of all data and information.
  • All maintenance reports for all locations must be filed.
  • Damages on office facilities must be fixed within 72 hours of being reported.
  • Obtains a minimum of 3 quotes for major purchases.
Office Operations
  • Serves as the primary point of administrative contact and liaison between departments, individuals and institutions on operational matters concerning the office.
  • Assists in the coordination, supervision, and completion of Hairitage services, as appropriate.
  • Provides assistance in the interpretation of company policies and procedures, as appropriate, and ensures that office operations are in compliance with policy provisions and standards.
  • Develops and continually updates policies, procedures, and systems which ensure productive and efficient operation.
  • Maintain petty cash transactions and records receipt payments.
  • Supervise the procurement of equipment, product and systems for the smooth running of operations.
  • Assesses and organizes logistics in terms of transport requirements, receipt, handling, storage and distribution of products/equipment and establishes proper warehousing and recording systems.
  • Ensure updated records of costs and revenues (e.g. daily, weekly and quarterly).
Key Performance Indicators
  • All databases should be updated in real time.
  • 100% compliance to SOP
  • Timely completion of assigned tasks within the specified time.
  • Weekly reports should be sent to the management on or before the close of business every last working day of the week.
  • Documents must be filed and updated appropriately.
Basic Book Keeping
  • Daily book keeping and weekly reconciliation of revenues and expenditure
  • Prepare customer invoice and interface with customers/suppliers etc
Key Performance Indicators
  • Charge customers accurately for services provided
  • Record all financial transactions accurately.
  • Communication Skills 
  • Good written and verbal communication skills must be able to communicate effectively to all stakeholders.
  • Digital Technology 
  • Proficient with computers, booking software (TIMELY),
  • MS Office 
  • Proficient in the use of Office Suite
  • Interpersonal Skills 
  • Ability to work with a variety of individuals in a wide range of positions.
  • Stress Tolerance 
  • Ability to work under pressure.
  • Managing others & Collaboration 
  • Effectively manage subordinates and foster team spirit and collaboration.
  • Attention to Detail 
  • Accuracy in record keeping and documentation.
  • Planning and Time Management Skills 
  • Ability to schedule activities and maximize time while ensuring to meet all deadlines
  • Distinguishing Capabilities
  • Organizational skills 
  • Ability to plan own work and perform duties in an organized manner.

Problem-solving 

  • Ability to view situations holistically and proffer objective solutions.

Analytical skills 

  • Ability to think logically and solve problems occurring within normal work routine
Personality Profile
  • A patient individual who can interact with customers to create a WOW experience. Self-motivated, able to work with team members, flexible, friendly disposition, sound judgment

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