Job Description Administrative Support Email Management: Organizing, filtering, and responding to non-critical emails; flagging important ones.
Calendar Management: Scheduling and managing appointments, meetings, and reminders.
Document Preparation: Drafting reports, presentations, and other business documents.
Data Entry: Keeping CRM systems, spreadsheets, and other records updated.
Operational Support Staff Coordination: Relaying messages, scheduling team meetings, and gathering project updates.
Supplier/Client Communication: Coordinating with vendors, clients, and service providers.
Policy Compliance Monitoring: Supporting adherence to ISO 9001, 45001, and 14001 standards by tracking and organizing documentation.
Human Resources Support Recruitment and HR Support: Candidate Screening Assistance: Help with casual driver phone screenings or managing responses to Seek advertisements.
Employee Engagement Initiatives: Coordinating the 'Best Photo of the Month' contest and collecting entries.
Onboarding Support: Preparing and organizing materials for new hires.
Marketing & CRM Support Promodonna Call Log Management: Uploading Promodonna's call logs into the ZOHO CRM and ensuring data accuracy.
Finding Awarded Projects: Using the BCI platform to identify awarded projects and forwarding relevant prospects to Promodonna for follow-up.
Social Media Management: Posting updates about company certifications, contests, and other achievements.
Marketing Campaign Support: Assisting with coordination of phone marketing or digital campaigns.
Content Creation: Drafting newsletters, posts, or email campaigns showcasing the company's core values and milestones.
Reporting & Analysis Performance Reports: Compiling regular updates on productivity, financials, and key projects.
KPI Tracking: Monitoring and reporting metrics like waste recycling, project completions, or marketing conversions.
General Assistance Research Tasks: Finding tools, vendors, or resources for business growth.
Customer Support: Assisting with queries, complaints, or service follow-ups.
Expense Tracking: Organizing receipts and preparing expense summaries.
Process Improvement: Identifying and suggesting workflow efficiencies.
Requirements Experience: • Proven experience as a Virtual Assistant or in a similar administrative role.
• Background in supporting executive-level tasks and managing CRM systems.
• Social Media Management Tools: Experience with platforms like Hootsuite or Buffer.
• Email Marketing Software: Knowledge of tools such as Mailchimp or HubSpot for creating campaigns.
Skills: • Excellent organizational and time-management skills • Strong communication skills, both written and verbal • High level of accuracy and attention to detail • Ability to prioritize and manage multiple tasks efficiently Tools & Technical Skills: • Proficiency in ZOHO CRM or similar CRM platforms • Familiarity with BCI (contract awarded platform) or something similar • Competence in Microsoft Office Suite (Word, Excel, PowerPoint) • Basic knowledge of social media platforms and scheduling tools