Job Description

GENERAL DESCRIPTION

The Admin Assistant position is principally responsible for assisting with all duties of the Purchasing and Finance Coordinator with occasional assistance to the Quality Department.

MAJOR ACTIVITIES / PRINCIPAL DUTIES & RESPONSIBILITIES

1. GENERAL ADMINISTRATION ASSISTANCE

1.1 Supports team by preforming tasks related to organization and strong communication.

1.2 Answer Phone Calls, Take and pass on message, schedule meetings and support visitors.

1.3 Carries out administrative duties such as filing, typing, copying, binding, scanning etc.

1.4 Ensures operation of equipment by completing preventive maintenance requirements, calling for repairs, maintaining equipment inventories and evaluating new equipment and techniques.

1.5 Maintains office supplies inventory by checking stock to determine inventory level, anticipating needed supplies, placing and expediting orders for supplies.

1.6 Conduct data entry.

1.7 Create and maintain filing systems, both electronic and physical.

1.8 Manage accounts and perform bookkeeping.

1.9 Offsite errands such as courier drop off’s, post office, bank etc.

2. PURCHASING/LOGISTICS ASSISTANCE

2.1 Assist with managing orders. Including but not limited to completing sales orders, purchase orders, receiving and invoicing orders.

2.2 Assist with overseeing all vendor activities.

2.3 Process spares/warranty orders as needed which includes, but not limited to monitoring inbound and outbound warranty / retrofit and spares consignments.

3. FINANCE ASSISTANCE

3.1 Assist with financial data entry and general bookkeeping including but not limited to accounts payable and accounts receivable.

4. AD HOC

4.1 Perform ad hoc tasks as and when required.

KNOWLEDGE, SKILLS AND ABILITIES REQUIRED

1. Good communication and relationship management skills with the ability to engage, negotiate and manage key stakeholders including suppliers and customers.

2. Attention to detail and accuracy.

3. Working knowledge in MS Office Suite (Excel, Word, Outlook, PowerPoint, etc).

4. Working knowledge in QuickBooks and Adobe.

5. Organizational skills with the ability to prioritize.

6. Self-motivated and ability to work un-supervised for extended periods of time.

7. Flexible, adaptable, able, and willing to modify activities and direction with an ever-changing business environment.

8. Knowledge of supply chain and logistics.

MINIMUM REQUIREMENTS

1. Qualifications

· Minimum High School Diploma or GED.

· Valid driver’s license, auto insurance, and transportation.

2. Experience

· At least 2 years’ experience in administration.