Administrative Specialist (m/f)

Duties

• Controlling all in coming and out coming correspondence, manage all incoming calls and make calls when necessary
• Monitoring and controlling all visitors that enter the office
• Assisting in booking reservations, travel, flights, hotels and other related functions
• Assisting with the operations department whenever needed
• Purchasing and control the office supplies according to the needs and according to the inventory in stock
• Managing the cleaning company, all maintenance suppliers when necessary, and contacting the service providers
• Controlling daily logbooks of the company vehicles and periodical maintenances & inspections
• Managing SHE activities and update the Branch Risk Assessment, Improvement Log, Monthly Checklists, permits to work, Change Control and all related documents when required
• Organizing documents and align with the contractors/transporters making sure they are compliant to company Standards, and conduct visits to the suppliers and report to the Manager for auditing process
• Assisting Sales Department in providing all HSE documents for Tenders when required
• Centrally managing people and Contractors and Clients to adhere to SHE Requirements
• Ensuring site is updated to the latest company Global QSHE Updates

Requisites

• Minimum Academic Requirement Grade 12 or equivalent
• Minimum 3 years of work in administration environment or as an Administrative Specialist
• Keyboarding skills are required, wording knowledge of word processing spreadsheet application is required
• Effective verbal and written communication skills are required
• Fluent in Portuguese English languages (Spoken Written)
• Capable of working in a heavy pressured environment
• Computer Skills ( Windows, MS Excel, MS Word, MS Access Power point)
• Strong and effective communicator, both written and verbal, with excellent interpersonal skills
• Demonstrated ability to work effectively with all departments
• Strong interview skills, ability to ask the right questions to gather and obtain relevant information
• Ability to work independently, as well as maintain a positive working relationship with other Labor Industries staff
• Perform multiple tasks under tight deadlines without sacrificing quality or accuracy
• Strong attention to detail
• Comfortable with routinely shifting demands

Notes

• Only shortlisted applicants will be contacted