Admin Assistant

Job Title: Admin Assistant

Reporting to: [Insert Name]

Business Unit/Function: MWSPC

Department: [Insert Department]

Grade: M6

Position Type: Regular

Job Purpose

Perform a wide range of administrative and office support activities for the department and/or managers and supervisors to facilitate the efficient operation of the organization. Duties include handling communication requirements, maintaining the departmental filing system, developing and responding to daily correspondence and e-mails, providing computer and software technical support, creating spreadsheets and presentations, maintaining/updating department policies and procedures, staff travel and accommodations, recordkeeping requirements, and various confidential related information. Extensive software skills are required, as well as Internet research abilities and strong English language skills, both written and verbal.

Key Accountabilities

1. Responsible for timely and quality performance of all routine administrative services:
   1. Answer, screen, transfer inbound phone calls
   2. Receive and direct visitors and clients
   3. General clerical duties including: Photocopying, faxing, e-mailing, overnight mailing; DHL and FedEx, and prompt distribution of incoming mail and/or packages.
   4. Timely resolve administrative problems and inquiries
   5. Arranges for dispatch and circulation of such items and arranges for translation as necessary
2. Establishes and maintains a comprehensive filing system for correspondence and other material:
   1. Established E-Filing System
   2. Established Hardcopy Filing System
   3. Ensures that files and other records are secure and confidential papers are accessed only by the designated personnel
3. Departmental correspondence:
   1. Promptly handles requests for information and data
   2. Prepare written responses to routine inquiries from review and approval
   3. Prepare and modify documents including correspondence, reports, drafts, memos, and emails
4. Prepares routine correspondence and a variety of statistical reports about the department's activities as assigned.
5. Provide computer and software technical support to department staff in the following areas:
   1. Development and maintenance of departmental Excel spreadsheet files
   2. Development of PowerPoint presentations
   3. Plus other software applications that would be beneficial to the operation

Policies, Processes & Procedures

Responsible for handling the updates (additions/revisions/deletions) to the policies, processes, procedures, and controls covering all areas of the Department at MWSPC Plant site to ensure all relevant procedural/legislative requirements are fulfilled while delivering the appropriate quality and targeted objectives in a cost-effective manner.

Departmental Staff Requirements

1. Assist Department Manager with the confidential administration of MWSPC's Performance Management Program (PMP).
2. Maintain Departmental Employee Contact Information On-line for immediate E-access from anywhere locally or internationally:
   1. Telephone Numbers
   2. Office number(s)
   3. Company Cell number
   4. E-mails information
   5. Emergency Contacts: Name, Location, Numbers (Personal Cell Numbers)
3. Responsible to provide the following services to Departmental Staff and other Key Staff as directed by Department Manager:
   1. Maintain vacation entitlement/scheduling and recordkeeping
   2. Handle booking airline, hotel, rental cars, and other requirements for Business trips and staff vacation travel.

Office Equipment – Supplies – Cell Phones

1. Maintain office supply inventories
2. Coordinate office equipment ordering, replacement, and maintenance
3. Coordinate cell phones ordering, replacement, and maintenance

Minimum Qualifications, Experience and Competencies

Minimum Qualifications: Diploma education followed by 2 years clerical and secretarial training.

Minimum Experience: 2+ years of experience in specialized clerical/secretarial and general administration work in a large-scale industrial or manufacturing environment. Proven planning and organizational skills with major organization.

Skills:

• Proven ability to multi-task and prioritize daily activities
• Attention to detail and accuracy is critical to position
• Proven knowledge of operation of standard office equipment
• Strong work ethic and ability to adhere to company policies and standard business etiquette.
• Excellent written, verbal, and presentation skills in English required
• Self-starter with minimal supervision for routine activities.
• Extensive computer skills in using Microsoft software (Word, Excel, PowerPoint, etc.) plus other software pertinent to the work performed is required.
• Ability to work with diverse populations and foster a cooperative team environment.
• Bi-lingual or multi-lingual is a plus

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