Clients Operations and Admin Representative

Job Overview:

• The Client Operations and Admin Representative will support the company’s operations by assisting with digital marketing, client relationship management, business operations, and basic business development.
• The ideal candidate is proactive, detail-oriented, tech-savvy, and eager to learn. This role requires working closely with the CEO/Director/Manager to support marketing initiatives, client communication, content development, and outreach tasks across multiple companies in the group.

Key Objectives:

• Improve Marketing & Operational Efficiency:
• Provide administrative, analytical, and research support to help streamline internal processes and improve decision-making.
• Deliver Accurate Market Insights:
• Research trends, competitors, and industry activities to support strategic planning and content development.
• Support operational functions and cross-functional team collaboration across the group of companies

Key Responsibilities:

Client Relationship & Operations Support

• Assist in managing client communications and ensuring deliverables are met. For instance, checking emails and responding to emails/phone calls
• Provide documentation, administrative, and operational support.
• Maintain organized records of client interactions, briefs, and follow-ups.
• Collaborate with internal teams to support ongoing client projects.
• Help resolve client queries promptly and professionally.
• Ensure the smooth running of the physical office and its operations, including welcoming and directing visitors appropriately, maintaining security and telecommunication systems, etc
• Maintain proper filing systems and tax documentation, including PAYE and FIRS compliance
• Track and record all details of our customers and prospects in our e-database.
• Prepare quotations, invoices, receipts, and delivery notes for our clients’ orders using our accounting software application (Sage)
• Support the preparation and dissemination of brochures, proposals, PowerPoint presentations, and e-catalogs of our service offerings to our clients and prospects
• Maintain monthly petty cash/expense records, budgets, and prepare reconciliation reports every month and at the end of the year for our auditors
• Conduct regular audits on inventory and support year-end reporting for auditors.

Prospecting & Lead Support

• Research and identify potential clients and business opportunities.
• Use LinkedIn, business directories, and online tools to gather leads.
• Maintain a simple pipeline of prospects and update lead status regularly.
• Support the CEO/team in preparing introductory messages to prospects.

Outreach & Engagement Support

• Assist with initial outreach through emails, messages, or follow-up communications.
• Draft and send introductory emails, catalogues, or marketing materials.
• Assist in booking meetings, calls, or presentations for senior management.
• Follow up with warm leads or contacts as assigned by the team.
• Support coordinated outreach efforts for the company’s products and services.

Market Research & Reporting

• Compile insights to support marketing strategy and client targeting.
• Provide weekly or bi-weekly reports on marketing activities, leads, campaign performance, and client engagement progress.
• Assist in ensuring that all marketing materials- published or soft copies- have the correct information. Plan, advertise, and promote company products and services via direct marketing, phone calls, proposal submission, and online marketing (social media)
• Facilitate at least 30 current/prospective clients/week, i.e, 5-6 clients a day
• Assist the marketing team in arranging items for Marketing calls

Team Collaboration & Additional Duties

• Work closely with the CEO and internal teams to support business goals.
• Participate in internal strategy meetings, brainstorming, or planning sessions.
• Perform other digital marketing or client-support duties as assigned.

Requirements

• Recent graduate or early career professional in Marketing, Business Administration, Management, or a related field.
• Strong communication and interpersonal skills.
• Familiarity with social media platforms and digital marketing tools.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint).
• Highly organized, proactive, and able to multitask.
• Basic understanding of client engagement or lead generation (an added advantage).
• Eager to learn, with the ability to work independently and in a team.

Key Skills

• Strong written and verbal communication.
• Ability to research and gather relevant data or leads.
• Good presentation and documentation abilities.
• Strong time management and follow-up skills.
• Tech-savvy and comfortable using digital tools, CRM basics, or Google Workspace.
• Creative mindset with an interest in marketing, branding, and client engagement.
• Analytical skills (for content and campaign performance review)