Trainee Administrator

JOB PURPOSE:

To provide and coordinate all customer related administrative support requirements for the department  

KEY ACCOUNTABILITIES & RESPONSIBILITIES:

• Ensure timely and efficient entry of job records including input of relevant data
• Liaise with customers and samplers to schedule all sampling activities as and when required
• Ensure accurate receipt, tagging and registration of samples as per company policies and procedures
• Prepare, acquire relevant approvals, and dispatch invoices in line with operational and contractual requirements
• Liaise with courier companies for dispatch of subcontracted samples as per operational requirements
• Manage department petty cash (where applicable) and ensure timely and efficient entries of adequate records for reconciliation
• Assist Line Manager and Finance department with customer queries and outstanding payment issues, up to and including customer follow up for collections of outstanding dues
• Follow approved procedures while communicating with customers in order to provide a high level of customer service
• Promptly transfer calls or communicate issues to the relevant team / employee(s)
• Escalate any issues or matters that are irresolvable to the Manager 
• Draft and distribute any correspondences/reports (i.e., surveys, inspects, lab reports etc.) to the customers where necessary
• Arrange administrative matters regarding the day-to-day operations and procedures and correspondence such as calls, post, emails, faxes, etc. as instructed to ensure optimum communication between departments and employees
• Implement document retention and disposal as per the Company’s policies and procedures to ensure documents are made available when required 
• Coordinate all administration requirements including secretarial and office administration, including travel bookings, accommodation and other logistic requirements
• Prepare meeting schedules making prior arrangements, meeting agendas, registering, typing and filing minutes of meetings
• Coordinate with the IT function for the installation/modification of telecommunications and computer network 
• Maintain files, records and confidential correspondence, reports and memos pertaining to departmental and business activities for future use
• Maintain the required quantity of stock at all times and ensure relevant supplies are ordered regularly to maintain optimum stock levels
• Receive guests/visitors and cater to their requirements in a professional manner to maintain the Company’s image at all times
• Ensure compliance with all relevant (internal and external) regulations including QHSSE requirements using company policies and procedures as appropriate

MINIMUM QUALIFICATIONS & EXPERIENCE:

• *High school diploma or equivalent
• *Fresh Graduate 

*(Selection is based on hiring Manager’s discretion)