Admin Assistant - Showroom Administration & Customer Support

ZBOM is a furniture and fittings company. We providecustomized design and services for one-stop home solution. It provides comprehensive home solutions from kitchens to entire homes for millions of families worldwide.

We are recruiting to fill the position below:

## Job Title

Admin Assistant - Showroom Administration & Customer Support

Location

Area 11, Abuja (FCT)

Employment Type

Full-time

Reports to

Showroom Manager with a dotted line to the General Manager

## Role Summary

• The Admin Assistant is responsible for providing administrative, customer service, sales support, and operational coordination to ensure the efficient running of the ZBOM Furniture showroom.
• The role holder will manage front desk activities, maintain accurate records, coordinate customer appointments, support sales documentation, monitor office supplies, facilitate internal communication, and assist with routine procurement and finance administration.
• As a key point of contact for customers and visitors, the Admin Assistant is expected to deliver a professional, responsive, and welcoming customer experience consistent with ZBOM Furniture's premium brand positioning.
• The role also supports effective coordination between the showroom, sales team, production, logistics, and other relevant departments to facilitate timely customer service and order fulfilment.

## Key Responsibilities

Administrative and Office Support:

• Provide day-to-day administrative support to the Showroom Manager, General Manager, and relevant business teams.
• Prepare, format, review, and maintain business correspondence, reports, memos, quotations, meeting documents, and other administrative materials.
• Maintain organized physical and electronic filing systems for company, customer, supplier, and operational records.
• Manage incoming and outgoing correspondence, courier services, deliveries, and document distribution.
• Schedule meetings, customer appointments, internal discussions, and site visits as required.
• Prepare meeting agendas, document minutes where required, and follow up on assigned administrative action points.
• Maintain an administrative calendar and communicate relevant deadlines, appointments, and commitments to the appropriate personnel.
• Ensure administrative tasks are completed accurately, promptly, and in accordance with company procedures.

Front Desk and Customer Service:

• Welcome customers, visitors, and business partners professionally and ensure they receive prompt attention.
• Attend to incoming telephone calls, emails, and WhatsApp Business enquiries, directing them to the appropriate personnel where necessary.
• Provide basic information about the showroom, available product catalogues, customer consultation arrangements, and service processes within the limits of approved information.
• Coordinate customer appointments and ensure relevant Sales Consultants or Interior Designers are informed of scheduled visits.
• Maintain visitor registration records and ensure visitors are appropriately directed.
• Support a positive showroom experience by ensuring customers are attended to courteously and efficiently.
• Monitor customer feedback and recurring enquiries and communicate relevant observations to the Showroom Manager.
• Escalate complaints, service failures, and sensitive customer concerns to the appropriate manager for resolution.
• Maintain professionalism, discretion, and confidentiality in all customer interactions.

Sales and Customer Order Administration:

• Support the sales team in preparing and organizing quotations, invoices, sales agreements, customer forms, and related documentation.
• Maintain accurate customer information, enquiry records, quotation status, and sales documentation in the approved CRM or sales database.
• Track pending quotations and follow up with customers or the relevant Sales Consultant in accordance with approved follow-up procedures.
• Assist with monitoring customer documentation, payment confirmations, order status, and delivery schedules.
• Coordinate the administrative flow of customer orders between Sales, Finance, Production, and Logistics.
• Maintain records of customer requirements, approved specifications, and relevant project documentation as assigned.
• Assist in preparing product catalogues, sales presentations, price lists, and promotional materials using approved information.
• Ensure customer enquiries and sales opportunities are referred promptly to the appropriate Sales Consultant.
• Provide administrative support for showroom promotions, exhibitions, product displays, and other approved sales activities.
• Avoid making unauthorized commitments regarding prices, discounts, delivery timelines, product specifications, or payment terms.

Showroom Administration and Presentation:

• Ensure the reception desk, administrative workstations, meeting areas, and customer-facing administrative spaces remain organized and presentable.
• Monitor the availability and proper display of product catalogues, brochures, price lists, and approved promotional materials.
• Coordinate visitor sign-in procedures and maintain appropriate visitor records.
• Monitor showroom housekeeping and report maintenance, safety, equipment, or facility-related issues to the responsible personnel.
• Coordinate routine servicing or maintenance requests for office equipment, including printers, computers, telephones, and scanners.
• Ensure customer consultation areas are appropriately prepared ahead of scheduled appointments.
• Report shortages, damaged materials, and other issues that may affect showroom operations or customer experience.
• Support showroom events, exhibitions, and promotional activities as assigned.

Office Supplies, Procurement and Inventory Support:

• Monitor stock levels of stationery, office consumables, cleaning materials, and showroom promotional items within the scope of the role.
• Maintain an inventory register for assigned office supplies and consumables.
• Raise replenishment requests in good time and obtain the required approvals before purchases are made.
• Assist with obtaining supplier quotations, preparing purchase requisitions, and organizing supporting procurement documents.
• Maintain records of approved purchases, supplier quotations, purchase orders, delivery notes, and supplier invoices.
• Follow up on approved orders and deliveries to ensure items are received and relevant documentation is completed.
• Report discrepancies, damaged supplies, stock shortages, or supplier delays to the responsible manager.
• Ensure all procurement activities follow the company's approval limits, purchasing procedures, and documentation requirements.
• Maintain proper custody and accountability for assigned office supplies and company property.

Documentation and Records Management:

• Maintain accurate, accessible, and up-to-date records of customer contracts, sales agreements, supplier information, delivery documents, and other relevant business records.
• Ensure documents are correctly labelled, filed, stored, retrieved, and archived.
• Maintain records of customer orders and project documentation to support follow-up and operational coordination.
• Update assigned registers, databases, trackers, and administrative records promptly.
• Ensure records are complete, accurate, and supported by the necessary documentation.
• Restrict access to confidential records and protect customer, employee, supplier, and company information.
• Retrieve and provide authorized documents to relevant departments when required.
• Report missing, incomplete, duplicated, or inconsistent records for correction.

Finance and Expense Administration Support:

• Assist in preparing payment requests, expense claims, purchase documentation, and other administrative records for review and processing by Finance.
• Maintain petty cash records where formally assigned and authorized.
• Record assigned expenses and ensure receipts, invoices, approvals, and other supporting documents are properly maintained.
• Submit expense records and supporting documentation to Finance within stipulated timelines.
• Assist with tracking outstanding customer payment confirmations and related documentation in coordination with Sales and Finance.
• Report discrepancies in invoices, receipts, expense records, or payment documentation to the responsible manager.
• Maintain proper separation between administrative support and financial approval responsibilities.
• Ensure that no payments, refunds, purchases, or financial commitments are authorized outside delegated authority.

Communication and Cross-Functional Coordination:

• Facilitate timely communication between the showroom, Sales, Interior Design, Finance, Production, Logistics, and other relevant teams.
• Communicate approved customer order information, documentation requirem