Secretary – Print Shop at JustBrandit Limited

At JustBrandIt, we are a trailblazing tribe and we create things that delight and surprise the world. Our focus is on helping clients tackle business problems.

Through our approach which involves a thorough study and strategic comprehensive breakdown of your brand, we provide a perfect picture of how your brand is contributing to your business goals.

We have a talented and extraordinary staff, which is only equaled by our thirst for excellence and creative productivity.

Your brand is a voice and we want to help you show it to your stakeholders.Job Summary

The Secretary will provide administrative, secretarial and financial documentation support to the PrintShop, ensuring effective record-keeping, job tracking, production reporting and inventory management.
The successful candidate will maintain accurate production and financial records, monitor printing jobs, document payment requests, track inventory and follow up on material requests, machine repairs and other administrative requirements.
The position requires strong organisational and numerical skills, preferably with an academic or professional background in Finance or Accounting.
The Secretary will report directly to the Printshop Supervisor and work under the Supervisor's direction and supervision.

Duties and Responsibilities

Record and track all jobs received, ongoing, completed and pending.
Maintain daily production records and prepare periodic reports.
Monitor material requests, machine repairs, maintenance and pending approvals.
Prepare payment requests and maintain supporting financial documentation.
Maintain records of invoices, quotations, delivery notes, expenses and approvals.
Document external jobs, customer orders, job costs and payments.
Conduct regular stock-taking and maintain accurate inventory records of printing materials and supplies.
Monitor stock levels and report replenishment needs to the PrintShop Supervisor.
Follow up with Finance, Procurement, HR and Maintenance on administrative matters as directed.
Maintain an organised filing system for all PrintShop records.
Perform other administrative duties assigned by the PrintShop Supervisor.

Requirements

OND, HND or Bachelor's Degree in Accounting, Finance, Business Administration or a related discipline.
A background in Finance or Accounting will be an added advantage.
Previous experience in an administrative, secretarial or finance role; printing or production experience will be an advantage.
Basic knowledge of financial documentation, including invoices, quotations, payment requests and expenditure records.
Proficiency in Microsoft Word and Excel.
Good record-keeping, reporting, numerical and organisational skills.
Strong communication skills and the ability to work under supervision, maintain confidentiality and meet deadlines.

Key skills, attributes & ethics:

Strong attention to detail and numerical accuracy.
Excellent organisational and time-management skills.
Good communication and interpersonal abilities.
High level of honesty, integrity and accountability.
Ability to handle confidential information professionally.
Strong sense of responsibility, discipline and initiative.
Ability to manage multiple tasks and work effectively under supervision.

Reporting and Supervisory Structure:

The Secretary will report directly to the PrintShop Supervisor.
All reports, job updates, material requests and payment documents must be submitted to the Supervisor for review and necessary action.
The Secretary cannot independently approve expenditure, issue production instructions or make operational decisions without authorisation.
All interdepartmental communication must follow the directives of the Printshop Supervisor.