Administrative Assistant

To provide a three (3) month temporary placement for the role of Administrative Assistant.

• Creating, Designing and Formatting Documents.
• Preparing Fixed On-Call Rosters.
• Compiling and Formatting monthly Reports.
• Ordering and Managing office Equipment and Stationery.
• Document Control and maintaining records for M&R electronic files/documents (procedures, training, JSAs, budgets, reports, KPIs, meeting minutes, action logs, contracts listings, etc.).
• Creating visual aids, highlighting the processes in the organisation with the use of the Visio Application.
• Facilitate the acquisition of Safety Boots and Glasses upon request and Liaising with the Supplier.
• Facilitating Galley Supplies request for Site and Liaising with the Supplier.
• Coordinating the janitorial, maid services, lease vehicles, and laundering services.
• Organizing and minuting Department Meetings including ordering of snacks, minute taking, generating activities tracker, etc.
• Generating Purchase Requisitions using the JDE ERP System.
• Generating Direct Purchase Through Stock Codes using the JDE ERP System.
• Generating and Routing forms for approval eg. Travel Forms, Training Forms, Staff Requisitions, IT requisitions.
• Coordinating department distribution activities as and when required (e.g. Distribution of letters, vouchers, etc).
• Reviewing of time and materials contractors’ timesheets and cross-checking against PLNL EBI records for validation before processing payments.
• Providing other support to Departments (HSSE with badging for contractors, etc).

• Must be proficient in Office Applications including Word, Excel, Powerpoint, Visio.
• A valid PLEA certification shall be considered an asset for all Contractor personnel.
• A minimum of an Administrative Professional Secretary’s Diploma or Executive Secretary Technician Diploma or equivalent certification.
• Candidate should have experience with an Enterprise resource planning (ERP) System such as JD Edwards, Maximo or SAP.
• Minimum of three (3) years’ experience in the petrochemical industry