Adminstrative Officer

ADMINISTRATIVE OFFICER – FEMALES ONLY

Point of contact for all employees, providing administrative support and managing queries.

Responsibilities and Duties

• Ensure employees provide excellent customer service and handle complaints with professionalism.
• Determine extent and service quality levels by inspecting facilities.
• Secure long term client relationships by maintaining effective client relations.
• Seek new business opportunities and coordinate with Director of New Business to secure contracts.
• Review and analyze performance and suggest improvement plans to Management.
• Ensure completion of paperwork from each region and audit controls on time.
• Monitor contract services budget and financial performance management.
• Report to Head office on financial performance on time
• Control effective labor and comply with labor management tools, systems, policies and procedures.
• Develop project work plan and staffing and recruit or assign regional project personnel.
• Manage working knowledge of customer needs and contract requirements, resources required and deliverables.
• Ensure mapping of site resources and activities and manage as per timelines and budget constraints.
• Follow program management principles to plan and execute team activities.
• Oversee the operations of multiple office, store or business branches
• Guide, train and manage lower-level management and supervisors
• Prepare performance reports for presentation to upper administration
• Organize and implement training programs for staff in the entire region
• Ensure that all branches follow safety, health and business laws and regulations
• Uphold company standards of excellence and service, guaranteeing quality performance
• Collaborate with marketing team for the planning of large events
• Maximize company profits at the branches you supervise

SKILLS

• Strong math skills to crunch numbers and keep track of your region’s profit
• Ability to motivate others on a team and help them succeed
• Multitasking skills and the ability to tend to multiple problems at a time
• Problem-solving skills, especially in situations of high stress
• Strong knowledge of company policy, goals and standards
• Organizational skills to manage large amounts of information
• Ability to generate a variety of reports and presentations displaying regional performance
• Strong customer service skills in the areas of handling disputes and treating customers with care

QUALIFICATIONS

• Diploma in any business related field, degree will be an added advantage.

EXPERIENCE

• At least one year of relevant and progressive knowledge of equipment supply, support, and installations, repair and calibrations work experience.

COMPETENCIES AND SKILLS

• Must have a driving licence B, C1
• Ability to work independently and respond to feedback in a timely and professional manner;
• Ability to work under flexible shifts and adapt to changing schedules
• Ability to use mobile tools and application
• Ability to persuasion, Degree/Diploma or certification in Marketing is an added value.
• Ability to identify issues and areas for improvement through analysis
• Exposure and conceptual understanding of contract law and pricing
• Strong commercial acumen and business understanding
• Ability to manage both internal and customer relationships
• Excellent leadership qualities
• Team orientated, with strong relationship and interpersonal skills
• Advanced negotiation, influencing and stakeholder management abilities
• Excellent written and verbal communication skills
• Excellent numeracy skills
• Intermediate to advanced computer software skills, including Excel & SAGE accounting packages

LANGUAGE REQUIREMENT

Proficiency in English is required. Knowledge of one of or several other languages spoken in Zambia would be an added advantage