We are recruiting to fill the position below:
Job Title: Office Assistant
Location: ZBOM Furniture Showroom, Abuja (FCT)
Employment Type: Full-time
Department: Administration
Reports To: Showroom Manager / General Manager
Job Summary
- The Office Assistant is responsible for providing administrative, operational, and customer support to ensure the efficient day-to-day running of the ZBOM Furniture Showroom.
- The role involves managing office documentation, coordinating appointments, supporting the sales team, maintaining records, overseeing office supplies, and ensuring a professional and welcoming showroom environment.
- As the first point of contact for many visitors and clients, the Office Assistant plays a key role in delivering an exceptional customer experience that reflects the premium standards of the ZBOM brand.
Key Responsibilities
Administrative Support:
- Provide general administrative support to the Showroom Manager and other departments.
- Prepare, organize, and maintain physical and electronic files.
- Draft letters, reports, memos, quotations, and other business correspondence.
- Manage incoming and outgoing mail, courier services, and deliveries.
- Maintain accurate records of company documents and customer files.
- Schedule meetings, appointments, and site visits.
- Prepare meeting agendas, take minutes, and follow up on action items.
Front Desk & Customer Service:
- Welcome customers and visitors professionally.
- Attend to incoming telephone calls, emails, and WhatsApp enquiries promptly.
- Direct customer enquiries to the appropriate Sales Consultant or department.
- Maintain the customer appointment calendar.
- Offer refreshments to customers during consultations where applicable.
- Ensure visitors are attended to in a timely and courteous manner.
Sales Support:
- Assist the sales team in preparing quotations, invoices, and customer documentation.
- Maintain customer records within the CRM or sales database.
- Follow up with customers regarding pending quotations, payments, and delivery schedules.
- Coordinate showroom appointments and consultations.
- Assist in preparing sales presentations, catalogues, and promotional materials.
- Monitor customer feedback and communicate observations to management.
Office Operations:
- Maintain office supplies and stationery inventory.
- Raise requests for replenishment of office consumables.
- Coordinate maintenance of office equipment such as printers, computers, and telephones.
- Ensure meeting rooms and office areas remain organized and presentable.
- Support office logistics and day-to-day operational activities.
Procurement & Inventory Support:
- Maintain records of office purchases and supplier invoices.
- Assist with procurement of office supplies and consumables.
- Monitor stock levels of office materials and showroom promotional items.
- Maintain proper filing of supplier quotations and purchase orders.
Documentation & Record Management:
- Maintain filing systems for:
- Customer contracts
- Sales agreements
- Supplier records
- Delivery documents
- Employee records (where assigned)
- Ensure confidentiality and secure storage of company information.
- Archive completed project documentation.
Finance Support:
- Assist with preparing payment requests and expense documentation.
- Maintain petty cash records where assigned.
- Reconcile office expenses and submit supporting documents to the Finance Department.
- Track outstanding customer documentation and payment confirmations.
Showroom Administration:
- Ensure the reception and administrative areas remain clean and organized.
- Monitor showroom housekeeping and report maintenance issues.
- Coordinate visitor sign-in records.
- Ensure brochures, catalogues, and promotional materials are adequately stocked and displayed.
Communication & Coordination:
- Liaise with:
- Sales Consultants
- Interior Designers
- Production Team
- Logistics Team
- Suppliers
- Customers
- Coordinate internal communication regarding customer orders and project timelines.
Key Performance Indicators (KPIs)
Performance will be evaluated based on:
- Accuracy of documentation and filing
- Timeliness of administrative support
- Customer satisfaction with front desk services
- Response time to customer enquiries
- Office organization and cleanliness
- Timely replenishment of office supplies
- Accuracy of reports and records
- Attendance and punctuality
- Team collaboration
- Compliance with company procedures
Qualifications
- Minimum of OND / HND / Bachelor's Degree in Business Administration, Office Management, Secretarial Studies, or a related field.
- Minimum of 2 years' administrative or office support experience.
- Experience in a furniture, interior design, construction, retail, or luxury showroom environment is an advantage.
Skills & Competencies:
- Excellent verbal and written communication skills
- Strong organizational and time management skills
- High attention to detail
- Professional customer service skills
- Ability to multitask and prioritize effectively
- Strong interpersonal skills
- Problem-solving ability
- Confidentiality and discretion
- Ability to work independently and as part of a team
Technical Skills:
The Office Assistant should be proficient in:
- Microsoft Word
- Microsoft Excel
- Microsoft PowerPoint
- Microsoft Outlook
- Google Workspace
- PDF editing tools
- Basic CRM systems
- Internet research
- WhatsApp Business
- Office printers and scanners
Personal Attributes:
The successful candidate should demonstrate:
- Professional appearance and demeanor
- Integrity and honesty
- Reliability and accountability
- Positive attitude
- Initiative
- Flexibility
- Strong work ethic
- Customer-focused mindset
Work Schedule:
- Full-time position.
- Monday to Sundays including public holidays (or as determined by management).
- Occasional overtime may be required during exhibitions, promotional events, or peak business periods.
Dress Code:
Employees are expected to:
- Wear smart business attire or the approved company uniform.
- Maintain excellent personal grooming.
- Wear an identification badge where applicable.
- Present a polished appearance that reflects the premium image of ZBOM Furniture.
Code of Conduct:
The Office Assistant shall:
- Maintain confidentiality of customer and company information.
- Demonstrate professionalism in all interactions.
- Protect company property and equipment.
- Comply with all company policies and procedures.
- Promote teamwork and respect within the workplace.
- Uphold the values and reputation of ZBOM Furniture.
Reporting Relationships
Reports To:
- Showroom Manager / General Manager
Works Closely With:
- Sales team
- Interior Designers
- Finance Department
- Logistics Team
- Production Team
- Customers and Suppliers
Career Development:
This position offers opportunities for progression into roles such as:
- Administrative Officer
- Executive Assistant
- Sales Administrator
- Customer Experience Executive
- Operations Coordinator
- Showroom Supervisor