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:

• Prepare meeting agendas, take minutes, and follow up on action items.
• Maintain accurate records of company documents and customer files.
• Manage incoming and outgoing mail, courier services, and deliveries.
• Schedule meetings, appointments, and site visits.
• Prepare, organize, and maintain physical and electronic files.
• Provide general administrative support to the Showroom Manager and other departments.
• Draft letters, reports, memos, quotations, and other business correspondence.

Front Desk & Customer Service:

• Maintain the customer appointment calendar.
• Offer refreshments to customers during consultations where applicable.
• Ensure visitors are attended to in a timely and courteous manner.
• Attend to incoming telephone calls, emails, and WhatsApp enquiries promptly.
• Welcome customers and visitors professionally.
• Direct customer enquiries to the appropriate Sales Consultant or department.

Sales Support:

• Coordinate showroom appointments and consultations.
• Assist in preparing sales presentations, catalogues, and promotional materials.
• Monitor customer feedback and communicate observations to management.
• 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.

Office Operations:

• Raise requests for replenishment of office consumables.
• Support office logistics and day-to-day operational activities.
• Ensure meeting rooms and office areas remain organized and presentable.
• Coordinate maintenance of office equipment such as printers, computers, and telephones.
• Maintain office supplies and stationery inventory.

Procurement & Inventory Support:

• Maintain proper filing of supplier quotations and purchase orders.
• Maintain records of office purchases and supplier invoices.
• Monitor stock levels of office materials and showroom promotional items.
• Assist with procurement of office supplies and consumables.

Documentation & Record Management:

• Archive completed project documentation.
• Ensure confidentiality and secure storage of company information.
• Maintain filing systems for:
  • Customer contracts
  • Supplier records
  • Sales agreements
  • Employee records (where assigned)
  • Delivery documents

Finance Support:

• Maintain petty cash records where assigned.
• Assist with preparing payment requests and expense documentation.
• Reconcile office expenses and submit supporting documents to the Finance Department.
• Track outstanding customer documentation and payment confirmations.

Showroom Administration:

• Coordinate visitor sign-in records.
• Monitor showroom housekeeping and report maintenance issues.
• Ensure brochures, catalogues, and promotional materials are adequately stocked and displayed.
• Ensure the reception and administrative areas remain clean and organized.

Communication & Coordination:

• Liaise with:
  • Logistics Team
  • Sales Consultants
  • Production Team
  • Customers
  • Suppliers
  • Interior Designers
• Coordinate internal communication regarding customer orders and project timelines.

Key Performance Indicators (KPIs)
Performance will be evaluated based on:

• Compliance with company procedures
• Accuracy of documentation and filing
• Response time to customer enquiries
• Attendance and punctuality
• Timely replenishment of office supplies
• Team collaboration
• Office organization and cleanliness
• Accuracy of reports and records
• Customer satisfaction with front desk services
• Timeliness of administrative support

Qualifications

• Experience in a furniture, interior design, construction, retail, or luxury showroom environment is an advantage.
• 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.

Skills & Competencies:

• Confidentiality and discretion
• Strong organizational and time management skills
• Professional customer service skills
• Ability to work independently and as part of a team
• Ability to multitask and prioritize effectively
• Problem-solving ability
• Strong interpersonal skills
• Excellent verbal and written communication skills
• High attention to detail

Technical Skills:
The Office Assistant should be proficient in:

• Microsoft Word
• Microsoft PowerPoint
• Google Workspace
• Microsoft Outlook
• PDF editing tools
• Microsoft Excel
• Internet research
• WhatsApp Business
• Office printers and scanners
• Basic CRM systems

Personal Attributes:
The successful candidate should demonstrate:

• Flexibility
• Professional appearance and demeanor
• Reliability and accountability
• Customer-focused mindset
• Strong work ethic
• Integrity and honesty
• Initiative
• Positive attitude

Work Schedule:

• Monday to Sundays including public holidays (or as determined by management).
• Full-time position.
• Occasional overtime may be required during exhibitions, promotional events, or peak business periods.

Dress Code:
Employees are expected to:

• Maintain excellent personal grooming.
• Wear an identification badge where applicable.
• Wear smart business attire or the approved company uniform.
• Present a polished appearance that reflects the premium image of ZBOM Furniture.

Code of Conduct:
The Office Assistant shall:

• Uphold the values and reputation of ZBOM Furniture.
• Promote teamwork and respect within the workplace.
• Demonstrate professionalism in all interactions.
• Maintain confidentiality of customer and company information.
• Protect company property and equipment.
• Comply with all company policies and procedures.

Reporting Relationships
Reports To:

• Showroom Manager / General Manager

Works Closely With:

• Finance Department
• Production Team
• Customers and Suppliers
• Interior Designers
• Sales team
• Logistics Team

Career Development:
This position offers opportunities for progression into roles such as:

• Showroom Supervisor
• Customer Experience Executive
• Operations Coordinator
• Executive Assistant
• Administrative Officer
• Sales Administrator