Administrative Assistant (Maintenance)

The Administrative Assistant performs administrative duties related to the Maintenance Department and assists with inventory management as well as maintaining data.

ADMINISTRATIVE ASSISTANT - MAINTENANCE

KEY RESPONSIBILITIES & DUTIES 

1. Works with the Stores Administrator to assist in maintaining an adequate inventory level of spare parts in an effort to minimize stockouts for frequently used parts.
2. Ensures that computer records are updated on a daily basis and correspond with Index Cards.
3. Assists the Stores Administrator with the dispatch of parts to Technicians on a daily basis, utilizing the Maintenance Requisition Form.
4. Ensures that computerized stock records always correspond to physical stock in hand.
5. Performs fortnightly stock checks with the Stores Administrator to ensure that stock levels correspond with computerized inventory.
6. Ensures that all Purchase Orders prepared for collection by Technicians and/or Contractors clearly include the full description of the part/item.
7. Ensures that Purchase Orders that are sent out are accurately recorded on an Excel spreadsheet for ease of reference.
8. Receives telephone calls from all locations related to Maintenance issues and notifies the Maintenance Coordinator of same.
9. Completes weekly updates of the Maintenance Log utilizing Technicians’ job cards.
10. Assists with general administrative tasks including printing, copying, faxing etc.

KNOWLEDGE, SKILLS AND ABILITIES

 Knowledge: 

• Administrative/Office Management
• Stock and Inventory Management
• Intermediate Microsoft Office (emphasis on Excel)

     Ability to:

• Maintain a professional demeanor
• Develop and maintain good working relationships
• Efficiently manage time while working in a fast paced and dynamic environment
• Organize daily duties and pay attention to detail
• Multi-task while maintaining efficiency
• Work and deliver results in a multi-disciplined team

  EDUCATION AND EXPERIENCE

• Minimum qualification of five (5) CXC O’ Level Passes including English and Mathematics

                                        OR

• A combination of relevant experience and qualifications.
• A minimum of three (3) years’ administrative/inventory experience in a similar role for a medium to large organization.