Assistant.administrative.i

**Authority**:

- Retrieve and sign for mail either being sent or delivered from post office
- Open general mail Write out checks in preparation for approved signatories to sign.

**Job Duties / Responsibilities**:The job duties vary. They may include;
- To man the reception area answering phones and welcoming visitors making sure the Visitor and OH&S Procedure books are signed.
- Filing
- Assisting with OA’s and CPI’s
- Distributing the mail to the relevant staff
- To assist in other duties as and when required
- Compiling DATA book for rental and customer equipment
- To assist with Stores/ Purchasing/ Logistics activities
- Equipment Database updates
- NDT register and NDT filing
- The Rigging Shed documentation portal
- Creating new OA files & updating when required
- Processing requisitions to Purchase Orders
- Updates to Assembly datasheet
- New equipment rental assets data books with all documentation
- Check data packages updates for witnessing
- Certification database - have access to look up packages for rental & customers
- Enter all load, MPI, visual & attestation to equipment database
- Visual compliance screening
- Vendor updates
- Assist with contract review documentation.
- Order Acknowledgements.
- Handling office tasks, such as filing, generating reports and presentations, setting up for meetings, and reordering supplies.
- Providing real-time scheduling support by booking appointments and preventing conflicts.
- Making travel arrangements, such as booking flights, cars, and making hotel and restaurant reservations.
- Screening phone calls and routing callers to the appropriate party.
- Using computers to generate reports, transcribe minutes from meetings, create presentations, and conduct research.
- Greet and assist visitors.

**Quality Assurance**:

- To produce work to a high standard of quality and in accordance with the quality assurance procedures/departmental works instructions.
- To ensure all work being produced is right and fit for the purpose intended for its use. To recommend new ideas for improving the quality and efficiency for the running of the office.

**Training**:

- To actively participate in training so as to achieve the highest quality capable of. To actively participate in the training of individuals who have been assigned to the office area.

**HS&E**:

- To be responsible for the housekeeping of the reception and office areas where required reporting to Office Administrator
- To wear appropriate PPE as and when required.
- To report and safety hazards to the QA & Operations Supervisor / HSE Advisor.

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