Administrative Assistant

Overview

• Take initiative and work accurately on repetitive, administrative task
• of technical nature. · Pro-actively communicate with administrative team on job related administration, and other departments where applicable (e.g. Workshop floor team, Purchase or Accounts).
• Open Work Orders and doing related administration as needed.
• Support Administrators with Pre-Award Planning activities, such as but not limited to:
• Register & file information in the system, e.g. pictures, emails, details, manuals, drawings, planning,
• Open Job Cards in SERA and doing related administration (network folder) & communication, Prepare Job Cards, Inspection Checklists for the Technicians (send to & receive from tablets).
• Support Administrators with Post-Award Planning activities, such as but not limited to:
• Based on Job Order Confirmation, prepare and send Picking List to Store,
• Prepare Work Charts, Test Reports, (Fitment) Checklists for the Technicians (fill information as needed, send to & receive from tablets),
• Be aware of job status at all time, take notes and pictures and prepare report, as needed / requested by Administrator.
• Support Administrators with Job Completion activities, such as but not limited to:
• Gather and register in ERP all cost allocated to the Job Cards (e.g. supplier invoices, seal form, hose form, picking list, bills),
• Gather applicable Checklists and completion pictures from the Technicians (receive from tablets),
• Close Job Cards and doing related administration,
• Maintain job performance register and file all administration in job folder,
• Update ERP accordingly (closing date, job card status).
• Maintain cleanliness of work area at all times,
• Perform such other duties as assigned by the General Foreman or Workshop Operations Manager,
• Comply with company (QHSE) policies at all times and motivate others to do the same.
• Draft, edit, and send professional correspondence and reports, maintaining a high level of accuracy and attention to detail.
• Organize and maintain electronic and paper filing systems, ensuring easy access and retrieval of important documents.