Administrative Assistant

JOB SUMMARY: The administrative assistant is responsible for organizing and  managing a technical department. Her duties will include but not be limited to the  following: –  

DUTIES AND RESPONSIBILITIES: 

 Communication: Answering and directing phone calls, and transferring  messages to persons within the department and other personnel in the company  

 Organization: Planning meetings, taking minutes and following up on action  items, and organizing and scheduling appointments  

 Writing: Writing and distributing emails, correspondences, letters, completing  forms and data entry  

 Research: Researching product information/specifications and suppliers, and  creating presentations for Project Managers  

 Reports: Assisting in the preparation of regularly scheduled reports, and  retrieving data to prepare reports  

 Filing: Maintaining filing systems both electronically and hard copy  

 Office supplies: Ordering office supplies and assisting with their receipt,  stocking, and distribution  

 Travel: Booking travel arrangements and submitting and reconciling expense  reports for expats and managers  

 Timekeeping: Compilation of timekeeping documents for employees and  tracking their entitlement  

 Inventories: Updating inventories for all company test equipment used in  coating, mechanical and civil works and ensuring all equipment are calibrated in  a timely manner  

 Other: Maintaining office policies and procedures, and performing clerical duties 

REQUIREMENTS/QUALIFICATIONS:  

 Must have excellent communication skills, both written and verbal 

 Must be proficient in Microsoft Office, internet and emails  

 Typing Speed must be 50 – 60 WPM  

 Professional qualification in secretarial/administrative practices will be an asset  

 Flexibility and adaptability to handle demanding workload and work in a fast paced  and ever-changing environment with constant shifting priorities  

KNOWLEDGE, SKILLS AND ABILITIES: 

 Effectively manage time and prioritize work  

 Team oriented  

ONLY suitable applicants will be acknowledged  

If interested please send applications to: vacancies@pwfl.co.tt