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)