Admin and Personal Assistant at Ruhe Global Resources

Admin and Personal Assistant at Ruhe Global Resources

• Location: Abuja

Purpose

• We are looking for Seasoned, experienced and competent administrator and Personal Assistant to provide a vital function in Manages general office and business operations duties to ensure all RGR and its subsidiary companies 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 startup.
• 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 lead, organize the end-to-end 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 organization partners, agents’ institution and with colleagues within the organization brand and its subsidiary companies team using well-developed tact, influencing and professional skills.
• The individual must be dedicated and organized in called Property Tenant Management and Guest Check-In/Check-Out as This role is essential for ensuring a seamless experience for guests in our short-term and long-term rental properties. The ideal candidate will be responsible for managing tenant relationships, overseeing check-in and check-out processes, listing management and maintaining the overall quality of the guest experience.

Responsibilities
Administration and operations Management:
Calendar Management:

• Maintain the Director’s calendar by scheduling appointments, meetings, and travel arrangements.
• Prioritize and organize appointments to optimize the Director’s time effectively.
• Communication:
• Serve as the primary point of contact between the Director and internal/external stakeholders.
• Handle phone calls, emails, and correspondence with professionalism and discretion.

Partnership Management & Coordination:

• Assist in managing relationships with partners, clients, and vendors.
• Prepare materials and agendas for meetings with partners and follow up on action items.
• Develop and maintain relationships with local businesses, service providers, and vendors to enhance guest experience (e.g., cleaning services, maintenance, local attractions).
• Collaborate with partners to create value-added services for guests, such as discounts or exclusive offers.
• Monitor partner performance and satisfaction, addressing any issues proactively to ensure a mutually beneficial relationship.

Administrative Support:

• Prepare reports, presentations, and documentation as needed.
• Maintain an organized filing system and ensure that all records and data are up to date.

Team Coordination:

• Coordinate team meetings, including scheduling, agenda preparation, and minute-taking.
• Foster effective communication among team members and support team initiatives

Project Assistance:

• Assist with special projects related to student recruitment and property management.
• Organize study abroad fairs activities related to planning and implementation
• Track project progress and assist in ensuring deadlines are met.

Property, tenant and guest Management:
Property Management:

• Support the property management process for short-term and long-term rentals, including tenant communications and maintenance coordination.
• Conduct regular property inspections and assist with tenant onboarding.
• Short let Management and Guest Relations
• managing guest interactions, ensuring smooth operations for short-term rentals, and handling long-term rental management tasks.
• Monitor property listings to ensure they are accurate, appealing, and up to date.
• Collaborate with cleaning and maintenance teams to prepare properties for new guests.
• Conduct regular property inspections to ensure high standards of cleanliness and maintenance.
• Track all property bill payments (electricity, gas, water, internet, and council tax) to ensure they are made in a timely manner.
• Send out rent reminders and regular reminders about house rules and regulations.
• Respond to local authorities and information requests as necessary.
• Maintain strong relationships with landlords and property owners to ensure a diverse range of options for clients.

Guest Management:

• Respond promptly and professionally to inquiries from potential guests on multiple short let platforms .
• Manage the booking process, including confirmation, payments, and communication.
• Provide guests with check-in and check-out instructions, ensuring a seamless arrival experience.
• Address guest issues and concerns swiftly to ensure high levels of customer satisfaction.
• Craft thoughtful replies to guest reviews to enhance our online reputation.
• Actively encourage guests to leave positive reviews after their stay, providing them with an easy process to share their experiences.

Performance Monitoring:

• Track occupancy rates and analyze performance metrics to maximize revenue.
• Gather guest feedback and reviews to implement improvements and enhance guest experience.

Long-Term Rental Management:

• Assist with the management of long-term rental agreements, including tenant relations and lease preparation.
• Conduct tenant screenings and facilitate the onboarding process for new tenants.
• Manage rent collection and maintain lease compliance.
• Manage all tenants, ensuring effective communication and support throughout their tenancy.
• Oversee the preparation and management of tenancy agreements and contract renewals.
• Address and resolve tenant complaints in a timely and professional manner.
• Check in on tenants regularly to ensure their satisfaction and address any needs or concerns they may have.

Marketing and Promotion:

• Develop and implement marketing strategies to increase property visibility on rental platforms.
• Create engaging and informative property listings with high-quality images and descriptions.

Experience and Qualifications
Interested and qualified candidates with the following qualifications and experiences:

• An undergraduate Degree
• A lower degree with proven years of experience may be considered In lieu.
• At least 4-year experience in related role
• Good customer service skill
• Proficient in the use of the computer and internet (desirable).
• Must have strong communication skills
• Must possess leadership skills
• Must possess teaching skills
• Must be Presentable
• Teaching will be done at physical locations.
• Strong marketing skill is required for this role.

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)
• Strong organizational skills with the ability to multi-task
• Evidence of working within a target-driven 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 people management for guest, tenant and customer management
• 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 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 self-starter with a high level of energy and motivation.
• Able to work on own initiative and excel in them.
• Must possess these skills Organizational Skills: Ability to manage multiple tasks effectively, prioritize responsibilities, and maintain an orderly workspace.

Desirable Skills and experience:

• Strong customer service background
• Marketing experience in a similar role
• Considerable experience in a customer facing role – essential

• An additional qualification as an Administrative assistant, Customer service Management or Secretary will and added advantage
• Familiarity with reservation systems, property management software, and communication tools that enhance guest interactions.

Salary

• You will be placed on a 3- 6 months’ probation with a salary of N150,000 – N250,000 monthly.
• After probation your salary could be increased to between N200,000 to N300,000 depending on input and performance.
• Training and development opportunities and performance-related incentives will be available as part of the role.

Apply Here for Admin and Personal Assistant at Ruhe Global Resources