Administrative Assistant

Administrative Assistant

Position Summary:

The Administrative Assistant will be responsible for supporting the day-to-day operations of the department, ensuring efficient administrative functions and contributing to the smooth workflow within the team. This role requires a proactive individual with excellent organizational and communication skills, capable of handling a variety of administrative and secretarial tasks.

Key Responsibilities:

- Daily Operations:
- Prepare the Daily Manpower Distribution Plan and Subcontractors Record.
- Develop the Five-Week Plan and Yard Manpower Summary Graphs.
- Manage the hiring of subcontracted equipment/services, including invoice processing for approval by the Production Director.
- Handle all matters related to the hiring of subcontracted equipment/services.
- Source and register new local subcontractors.

- Meeting Preparation:
- Prepare materials for weekly Department Manager’s Meetings and Monthly Cost Meetings.

- Support and Maintenance:
- Provide relief for other administrative assistants/office staff during their leave.
- Maintain vessel files, manage correspondences, and distribute emails appropriately.
- Maintain leave plans for all department employees.
- Assist in recording employee appraisals.
- Liaise effectively with other trades to ensure smooth manpower supply and timekeeping operations.

- Record Keeping:
- Control timekeeping office activities, including filing and record keeping.
- Request documents from HR/Finance as needed by employees.

- Workplace Discipline:
- Enforce discipline at the work site to prevent absenteeism, unsafe work practices, and idleness.

- Training and Development:
- Attend any required training sessions as mandated by the department.

Qualifications and Skills:

- Education:
- Graduate or Diploma in any equivalent discipline.

- Experience:
- 2-3 years of relevant experience in administrative/secretarial roles.

- Skills:
- Excellent interpersonal and communication skills.
- Proficient in MS Office applications with good typing skills.
- Experience with ERP applications.
- Ability to handle administrative and secretarial tasks for various sections within the department as directed by supervisors or department managers.
- Strong organizational skills and attention to detail.