This position coordinates within the department by providing administrative assistance in the areas of Oracle, Kronos, Maximo, Training, HR-related Activities, appointment scheduling, and correspondence to ensure that department operations are maintained in an effective, up-to-date, and accurate manner. As well as maintaining confidentiality in all aspects of management, colleague, and company information.
Job scope includes:
Handling incoming calls, correspondence & communication support.
Organizing meetings, briefings, and internal department events, including invitations, room bookings, and intake minutes of the meeting.
Creating and assisting with IT requisitions for maintenance departments.
Uploading and editing of documents on the document center.
Managing stationary stock, handling stationary requisitions, and support on pantry supplies if required.
Coordination with HR on colleague-related matters and extending support on maintenance recruitments.
Oversee and manage HSE-related trackers to ensure all the information is available.
Support general work permit processing and aid with contractor pass, filing, and updating the required documents.
Processing various departmental forms, including leave requests and business travel authorizations.
Raising of service & consumables PRs, invoice posting/receiving & submitting to finance.
Support petty cash & expense reimbursement processing.
Maintaining finance submission register for invoices.
Support for training nominations (internal and external) - scheduling on LMS.
Tracking, consolidation, GTR update, filing, and coordination of training trackers.
Department induction - scheduling and coordination with T&D and HR.
Overseeing and supporting Kronos-related activities, maintaining connected trackers and reports.
As an ideal candidate, you will need to have:
Educated to degree level in Business Administration or equivalent
At least 3 years of hands-on experience in Administrative Support role.
Proficient in Microsoft Office Suite.
Knowledge of operating standard office equipment.
Excellent communication skills – written and verbal.
Good English skills – written and verbal.
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