Provide Administrative support to the Engineering department. Work under minimal to nil supervision.
Duties & Responsibilities
Create and update records and databases with personnel, financial, asset, contact list and other data
Preparing utilization reports and presentations, retrieve information when requested
Scheduling and coordinating meetings, interviews, events and other similar activities
Ordering, maintaining and distributing office stationery items
Coordinating with various departments like Facility, IT, HR, etc as and when needed
Managing inventory of computer hardware, printers etc.
Ensures operation of equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories;
evaluating new equipment and techniques.
Maintaining Engineering library, distribution and recovery of books
Maintains supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies;
verifying receipt of supplies.
Track calendars, appointments of management team and help with meeting set-ups
Arrange all facilities & equipment required for various events, meeting, training sessions and maintain assets that are in custody of Engineering team
Assist Engineering team members make travel arrangements as and when needed
Prepare expenses reports for senior management personnel
Create work instructions
Review work performed by other team members
Guide and mentor other team members
Provide general support to visitors
Ensure that the Safety policies and procedures are understood and adhered to so far as is reasonably practicable in order to ensure a safe working environment.
Carry out work in accordance with the Company Health, Safety, Environmental and Quality Systems.
Perform the assigned tasks with due diligence regarding the Integrated Management Systems on the Company.
Eliminate waste of whatever form, to suggest the use of more environmentally friendly substances and practices and contribute to the continuous improvement of the environment.
This position has no supervisory responsibilities.
Graduate (Bachelors degree)
Knowledge, Skills, Abilities, and Other Characteristics
Professional experience of 4 years as an Administrative Assistant
Exemplary planning and time management skills
Proficient in MS Office applications (Word, Excel, Powerpoint)
Ability to multitask and prioritize daily workload
Fluent in written and spoken English. Strong in both verbal and written communication.
Good Teamwork & Interpersonal skills
Flexibility and adaptability
Ability to show initiative, good judgment, and resourcefulness
Able to work independently and interface with multiple stakeholders
This position is considered OFFICE WORK which is characterized as follows.
Almost exclusively indoors during the day and occasionally at night
Occasional exposure to airborne dust in the work place
Work surface is stable (flat)
Physical Activity / Requirements
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
This position is considered LIGHT work.
Lift up to 20 pounds
Climbing, stooping, kneeling, squatting, and reaching
Lift up to 10 pounds
Repetitive movements of arms and hands
Sit with back supported