Purpose

• To support the Executive Maintenance and all Maintenance Division staff with administrative tasks

Principal Accountabilities

• Support the Maintenance Executive and all Maintenance Division staff with all administrative tasks.
• Liaise with all Divisions and ensure relevant policies and procedures are communicated to everyone.
• Perform all administrative duties within the Maintenance Division.
• Work effectively with Maintenance team to provide operational and excellent services 

Specific Responsibilities

• Handle all administrative tasks effectively but not limited to – Setting up meetings, Filing (inclusive of document control system updates), Minute taking, Issue and distribute minutes of meetings.
• Manage Maintenance Division staff time keeping report
• Process all Maintenance Division Timesheets, On-Call forms and Fuel Claims to HR timeously
• Participate in process flow administrative tasks such as – Issue monthly reporting template (based on information queries) and follow-up on progress, Collate information received, Collate Division reports and review before submission to the Maintenance Executive
• Manage formal correspondences – compile and review letters,  progress monthly meeting with Managers, 
• Manage records in Division storage systems – SharePoint, Papertrail etc.
• Advise Finance Division of updated reimbursive list including final penalty amount and follow-up on the credit note/invoice for reimbursement
• Arrange international flights, safety induction, access cards etc. for visitors
• Control office stationery and other supplies
• Ensure settlement of new staff and compliance to onboarding process in Maintenance Division
• Compile and manage applicable work processes and procedures for better office management
• Manage and coordinate Maintenance Executive calendar, working closely and effectively on upcoming commitments and responsibilities with appropriate follow-up
• Prioritize conflicting needs and handle matters proactively to manage deadline pressure
• Keep records of expenses, signed invoices and provide monthly report to Maintenance Executive
• Thorough review of invoices before submission for the Executive approval and follow-up for payment with Finance Division
• Manage Maintenance Division purchase requisition and orders in the Procurement Sage system including placing orders on instructions
• Warmly receive visitors, manage phone calls and correspondences wih professionalism
• Perform duties in line with agreed business focus areas
• Manage all secretarial duties within the Maintenance Division
• Undertake any other duties as assigned.

Profile

Educational Level

• Qualification in Office Management/Administration and Secretarial studies

Other Technical/ Professional Skills/Qualifications

• Excellent Computer Literate – MS Word, Excel and PowerPoint at intermediary level

Years of Experience

• At least ten years working experience in a similar position with technical exposure.

Desirable Traits

• Interpersonal Skills
• Proficient Communication Skills
• Excellent organiser
• Team player
• Show initiative and innovative
• Strong Administration Skills
• Thorough attention to detail
• Meticulous report writing, report review and taking of minutes
• Must have a sense of urgency
• Effective multitasking
• General technical knowledge and exposure