Administrative Assistant

The Enterprise by IR Limited is actively seeking to hire an Administrative Assistant. He/She will assist with the operations of the Department by providing administrative and secretarial services to ensure the smooth running of all processes.

Administrative Assistant 

Core Responsibilities:

• Organize and Operate an effective and responsive information storage and retrieval system.
• Takes dictation, types letters, memoranda, minutes of meetings and any other documents as required for the department.
• Attends meeting as required for the purpose of taking minutes and distribute minutes of the meetings within the stipulated timeframe.
• Makes appointment, arrange meetings.
• Record maintenance repair request within the Computerized Maintenance Management Software (CMMS) based on email and telephone request as the need arise
• Collate the department monthly report based on data input from the Facilities Coordinator.
• Preparation & communication of material purchase requisitions for repair and preventative works based on technician request.
• Update and monitor expenditure tracker for materials and works once purchase received from the business unit liaison.
• Seek Quotations for maintenance external works contractors for review and communication to the business unit Liaison representative.
• files all invoices online and share with business unit liaison for payment to contractor/material supplier.
• Generate GFM invoices for business unit to reimburse IRE for material and works undertake directly by GFM at business unit facility
• Liaises with the Facilities Coordinators to determine timeframe for required repairs/services requested.

• High School Diploma and or related certifications.
• Excellent knowledge of Microsoft Office (Outlook, Word, Excel, PowerPoint).
• Experience as front desk representative, agent, or related position.
• Familiarity with office machines (e.g. fax, printer, etc.).
• Knowledge of office management and basic bookkeeping.
• Proficient in English (oral and written).
• Good organizational and multi-tasking abilities.
• Problem-solving skills.
• Customer service orientation.   

Business and Personality Skillset Required:

• Excellent communication skills (verbal & written).
• Vibrant and Pleasant Personality; responsive, perceptive, and approachable.
• Ability to multi-task.
• Customer-service oriented.
• Excellent interpersonal skills.
• Time Management - managing one's own time and the time of others.
• Must be detailed oriented and thorough in completing work tasks.
• The job requires being reliable, responsible, dependable, and fulfilling obligations