Senior Administrative Assistant

Job Overview:

The Senior Administrative Assistant works closely with their team and occasionally other teams, modifying work practices and processes to achieve results or improve efficiency. They can communicate technical administration information with the team.  

Key Tasks and Responsibilities:

• Type and proofread documents, correspondence, and forms
• Carry out varied assigned tasks requiring knowledge of office protocol and demonstrate an understanding of the organization, policies program, and procedure related to the work of the office
• Coordinate and set up meetings and conferences, arrange travel, and work on special projects  
• Maintain the schedule of one or more individuals  
• Set up and maintain a manual and electronic filing system  
• Maintain office supplies and other materials required for departments or project activity  
• Answer the telephone, take, and relay messages, and address routine and non-critical issues or route them to the appropriate person  
• Coordinate and process general administrative work such as timesheets, vacation requests, supply requisitions, etc.  
• Photocopy, fax, and scan documents as required  
• Assure effective mail and package distribution  
• Assist Employees and Managers with general administrative requests  
• Perform additional assignments under the supervisor’s direction
• Organize and schedule meetings and appointments
• Carry out administrative duties such as filing, typing, copying, binding, scanning, etc.  
• Produce and distribute correspondence memos, letters, fax, and forms
• Review/answer emails as needed
• Maintain up-to-date employee holiday records for the team
• Maintain a contact list
• Order office supplies
• Special projects as assigned 
• Takes dictation and Transcribes correspondence and reports.
• Assembles detailed information gathered from research or files and Prepares the information in a suitable Format for the supervisor's review.
• Compiles periodic reports on the basis of general instructions.
• Establishes, Maintains and Revises supervisor's or department’s files, as necessary.
• Receives incoming mail. and Distributes to proper destination or individual; Addresses and Sends outgoing mail.
• Answer telephone and Receives visitors; Uses own judgment and initiative as to the particular nature or business of caller and whether to refer to supervisor or another individual for disposition.
• Maintains supervisor's calendar and Makes appointments as instructed.
• Makes travel and hotel reservations for department personnel, as necessary.
• Maintains and orders office supplies and stationeries
• High standard of safe working practice, quality and productivity as well as compliance with the code of business conducts.
• Maintain NDT Personnel Qualification Register (CV, certificates, organization chart, etc.)
• Maintain NDT Equipment’s (register, certificates & calibration)
• Raise Purchase Requisitions on Oracle system (stationary, janitorial, groceries, calibration, new equipment’s etc.)
• Preparing and coordinating with IT Department for IT Equipment’s (hardware and software) though Service Desk Portal
• Travel arranger for NDT personnel who will travel for business trip or personal trip through Travel Hub (flight & hotel) and or Kiss flow (ferry ticket)
• Preparing the Batam Travel Request (BTR) form for NDT visitors and submit it to Security and Travel Department
• Arranging and coordinating for transport availability (in the yard facility or outside) from Travel Department.
• Preparing Material Issue Request (MIR) for NDT consumables to WH Department
• Reporting and coordinating with Facility Department or Electric Department related to facility issues
• Reporting and coordinating with IT Department related to IT issues
• Maintaining and recording leave of NDT personnel, etc
• All the confidential documents need to be maintained in a separate folder with access of key personnel’s in a department.
• Arrangement for new NDT personnel’s interview, mobilization follow up with HR team.
• NDT KPI need to be maintained.
• Separate file needs to be maintained for all the PR raised related to NDT (Cost estimation and control).
• ASNT Certificate renewal on monthly basis (as and when there is a renewal) & notify Certification dept to update in PCM
• Site cards renewal upon renewal of ASNT Level II / PCN
• Update the QC & NDT equipment Calibration register in LINQ as & when any issue / receipts of equipment’s done for Yard use / onshore / offshore.
• Arrangement of calibration & service of both NDT & QC equipment’s by preparing Field transfer form, gate pass + Requisition
• Record/Log the QA/QC-NDT education / course pre-approval for a new course or claiming the expense after renewal of any certificates
• Vendor Payments - follow up with Accounts/ SCMs.
• Arrange all inhouse safety trainings by sending email request to QHSES email id attaching the respective format.
• KRONOS entry of all hourly employees.
• follow up with expeditor for the delivery.

Essential Qualifications and Education:

• High School Diploma/GED
• 5+ years of relevant experience
• Minimum of 3 to 5 years of Administrative Assistant experience in a corporate setting
• In-depth knowledge of business procedures, letters, and report formats
• Ability to read and comprehend instructions, to write correspondence and memos
• Ability to write, speak, and interact clearly and professionally with all levels of management as well as external clients
• Can handle sensitive information with the highest degree of integrity and confidentiality
• Strong sense of urgency and problem-solving skills
• Ability to work well with a team and support other admins as required
• Extremely organized and detail-oriented
• Ability to juggle multiple tasks with superb accuracy  
• Knowledge of business procedures, letters, and report formats
• Proficient in Microsoft Office - PowerPoint, Excel, Word, and Outlook 

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