JOB DESCRIPTION

The Administrative Assistant at Trident Security Company is a generalist administrative role responsible for supporting management in coordinating, documenting and monitoring the company’s daily operations. The role focuses on bidding support, client liaison, quotations, job sheet management, record maintenance, inventory control and fuel monitoring. This position works closely with management, operations, and finance teams to ensure smooth administrative and operational workflows.

ROLES AND RESPONSIBILITIES

Bidding & Documentation

• Assist in preparing, compiling, and submitting bid documents, tenders, and official administrative submissions
• Maintain organized records of submitted bids, supporting documents, and related correspondence

Client Liaison & Issues

• Act as a point of administrative contact for client-related issues, ensuring concerns are communicated to the relevant internal teams
• Track and follow up on client issues to ensure proper closure and documentation

Quotations & Job SheetsJob alerts subscription

• Prepare and issue client quotations based on provided information and approved rates
• Maintain records of issued quotations and follow up on approvals
• Review completed job sheets for accuracy and completeness
• Enter job sheet details into the system and forward finalized documents to accounts for billing

Connections & Records Management

• Maintain and update client, guard, and connection lists, ensuring accuracy and timely updates
• Share updated lists with relevant departments as required

Inventory & Asset Administration

• Maintain administrative records for inventory, including equipment issued and returned
• Update inventory registers and Excel tracking sheets
• Support periodic stock checks by reconciling records with physical inventory

Fuel Monitoring

• Record and monitor fuel consumption data for operational vehicles.
• Prepare basic fuel usage summaries and report irregularities or variances to management.

General Administration & Management Support

• Support the General Manager with daily administrative tasks
• Deliver invoices, letters, and other official documents to clients, suppliers, banks, and other offices when required
• Prepare and arrange documents and materials for management meetings
• Accompany procurement to assist with purchasing, documentation, and checking inventory

SKILLS AND EXPERIENCE

• Diploma or Bachelor’s degree in Business Administration, Office Management, or a related field
• Minimum 2 years of experience in an administrative, office support, or generalist role
• Proficiency in Microsoft Office (Word, Excel, Email) with strong data entry and record-keeping skills
• Good organizational and time management abilities with attention to detail.
• Clear verbal and written communication skills for internal coordination and client correspondence
• Ability to handle multiple administrative tasks and follow up independently
• Valid motor-bike license or driving license

• Assist in preparing, compiling, and submitting bid documents, tenders, and official administrative submissions
• Maintain organized records of submitted bids, supporting documents, and related correspondence
• Act as a point of administrative contact for client-related issues, ensuring concerns are communicated to the relevant internal teams
• Track and follow up on client issues to ensure proper closure and documentation
• Prepare and issue client quotations based on provided information and approved rates
• Maintain records of issued quotations and follow up on approvals
• Review completed job sheets for accuracy and completeness
• Enter job sheet details into the system and forward finalized documents to accounts for billing
• Maintain and update client, guard, and connection lists, ensuring accuracy and timely updates
• Share updated lists with relevant departments as required
• Maintain administrative records for inventory, including equipment issued and returned
• Update inventory registers and Excel tracking sheets
• Support periodic stock checks by reconciling records with physical inventory
• Record and monitor fuel consumption data for operational vehicles.
• Prepare basic fuel usage summaries and report irregularities or variances to management.
• Support the General Manager with daily administrative tasks
• Deliver invoices, letters, and other official documents to clients, suppliers, banks, and other offices when required
• Prepare and arrange documents and materials for management meetings
• Accompany procurement to assist with purchasing, documentation, and checking inventory

• Proficiency in Microsoft Office (Word, Excel, Email) with strong data entry and record-keeping skills
• Good organizational and time management abilities with attention to detail.
• Clear verbal and written communication skills for internal coordination and client correspondence
• Ability to handle multiple administrative tasks and follow up independently
• Valid motor-bike license or driving license

• Diploma or Bachelor’s degree in Business Administration, Office Management, or a related field
• Minimum 2 years of experience in an administrative, office support, or generalist role