Administrative Assistant at Process & Plant Automation Ltd

Process & Plant Automation Ltd has an opening for an administrative assistant.

Job Description

ABOUT THE ROLE: 

The Administrative Assistant is required to support the HR and Administration Department, and TAGG employees with a variety of task related to organization, provision of general office services, and communication.

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ESSENTIAL DUTIES & RESPONSIBILITIES

1. Provide administrative support to ensure that operations are maintained in an effective, up to date and accurate manner.
   • Type correspondence, reports, and other documents as and when needed
   • Take minutes at meetings and ensure the necessary circulations are carried out in good time (after approval has been sought)
   • Perform general clerical duties to include, but not limited to, bookkeeping, coping, scanning, faxing, mailing, binding.
   • File and retrieve organizational documents, records, and reports.
   • Assist internal customers (employees)
   • Take daily samples of foods per the food samples procedure
2. Ensure prompt payment of all bills and the provision of uninterrupted utility services
3. Undertake regular stock take of office supplies & toiletries and provide accurate, current inventory data for purchasing decisions
4. Ensure availability and issuance of office supplies and toiletries daily
5. Issues and maintain access cards for the meeting rooms and conference room
6. Ensure proper arrangement of and track movement of all furniture, projectors, HDMI cables etc in the meeting rooms and conference room
7. Maintain the fuel card management system & records and ensure timely top up of fuel cards
8. Supervise cleaning inspection of the entire office premises and surroundings, in accordance with the cleaning schedule
9. Sign off all cleaning schedules daily and submit a weekly report of same.
10. Maintain all movable assets of the HRA department. I.e., camera, laptop, HDMI cables, projector and all associated cables and accessories
11. Support employee training event.
    • preparing training venue 
    • Providing refreshment for trainees where necessary
    • Assisting with training notifications and attendance taking (Ensure provision of attendance forms)
    • Provide training evaluation and acknowledgement forms
    • Ensure completion of attendance, evaluation, and acknowledgment forms
    • Maintaining all training records
12. Cover the reception desk when required
13. Assist with setting up meeting, hosting guests and organising company events.
14. Provide general support to visitors
15. Any other related duties assigned

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OHSE RESPONSIBILITIES

1. Knowledge of and adherence to all TAGG’s OHS&E procedures 
2. Follow all safe work procedures, rules, and instructions
3. Risk Assessment 
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COMPENSATION: 

Competitive 

Required Skills or Experience

• A Bachelor’s Degree in Business Administration, Social Sciences, Humanities or Similar
• At least one year administrative or customer service experience

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KNOWLEDGE, SKILLS & ABILITIES

The incumbent must have proficient knowledge in the following areas:

• PKnowledge of office administrative procedures
• Knowledge of customer service
• Ability to maintain a high level of accuracy and confidentiality. 
• Excellent inter- personal skills
• Effective verbal and listening communications skills
• Very effective written communications skills
• Computer skills including the ability to operate spreadsheet and word- processing programme and fast typing skills

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PERSONAL ATTRIBUTES

• Be honest and trustworthy
• Be respectful and polite
• Possess cultural awareness and sensitivity
• Be punctual and flexible
• Demonstrate sound work ethics
• in office administration and customer service

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