Plant Administrative Assistant

Our client is recruiting for an Plant Administrative Assistant for an 18 months contract role for their Couva office.

Our client is recruiting for an Plant Administrative Assistant for an 18 months contract role for their Couva office.

Job Summary:

The suitable resource will work directly with all operation areas. He/She will be responsible for data entry and analysis, electronic file keeping, operating procedure updates, record keeping and report preparation. This role will also provide administrative support by handling information requests and performing clerical/administrative functions such as sick leave, absences, emergency call ins and vacation management, preparing correspondence, receiving visitors, arranging conference calls, and scheduling and preparing minutes of meetings.

The resource will need Personal Protective Equipment (PPE) to move between plant sites.

Job Responsibilities:

• Provides administrative support to ensure efficient office operations.
• Maintains physical and digital filing systems. Convert hard copy documents to electronic and files digitally.
• Answers phone calls and directs callers to appropriate personnel, schedules appointments, signs for incoming packages, and assists clients and other visitors.
• Responds to emails and other digital queries and correspondence.
• Manages calendars for senior staff.
• Drafts and edits letters, reports, and other documents.
• Inputs, manipulates, and updates information in databases, spreadsheets and other electronic formats.
• Prepares meeting agendas and takes meeting minutes.
• Coordinates logistics for meetings, including room setup and catering.
• Works with maintenance staff and outside vendors to ensure office equipment is in good working order and office supplies are always on hand.
• Research as requested and compiles and summarizes information for reports or presentations.
• Works closely with other administrative staff and supports other colleagues as needed.
• Works with sensitive information with discretion to maintain confidentiality and security and ensure compliance with privacy policies and regulations.
• Tracks progress of tasks and activities, ensures that deadlines are met and adapts to changing priorities.
• Presents a positive and professional image for the organization.
• Attend brilliant meetings/ Turn Around meetings, reliability meetings/RCPs/Incident investigations / Block of Jobs etc performing duties as required.
• Follows up on training, attendance to training, monitors, updates training records on HRIS and reports on department KPIs.
• Keeps track of WOCs, SI’s, BBS.
• Develops and maintains system to manage and report on departmental internal audits.

Skills:

• Digital literacy and research skills, including the ability to analyse the reliability of information.
• Proficiency with Microsoft Office, Excel and PowerPoint, Synergy, Access, Database aptitude (Meridium) and SAP.
• Data management and entry skills, including the ability to maintain and improve electronic filing systems.
• Able to complete multiple projects on time and with minimal supervision, which often serve several people and contain conflicting deadlines.
• Accurate record keeping
• Good verbal and written communication skills
• Time management, multitasking, and flexibility
• Organizational skills including confidentiality and ethics.
• Accuracy and attention to detail
• Supply management and inventory control
• Excellent office and phone etiquette, and the ability to encourage conflict avoidance, conflict management and to diffuse tense situations.
• Ability to work well under pressure and navigate multiple deadlines.
• Proactive approach to problem-solving and process improvement
• Ability to work well independently and in collaboration with others.
• Event planning and coordination
• General familiarity with shift operations in a 24hr/7day per week setting, including weekends and public holidays.

Job Education and Experience:

• Minimum of 5 O-levels with passes in Mathematics and English being compulsory
• An associate degree with a Business Administration and formal computer applications focus preferred; or 2-3 years administrative experience in a manufacturing setting, preferably in a unionized environment; or an equivalent combination of education and experience.
• Experience or familiarity with P&IDs, technical documentation and engineering drawings, SharePoint, Engineering, Production Reporting, Presentations etc.