Job Description

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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.