JR. ADMINISTRATIVE ASSISTANT

Full job description

2. Business unit Purpose: One sentence describing the overall objective of the Unit and, essentially, why the Unit exists.

Job Purpose:

To provide administrative and clerical assistance to the department to attain efficiency and effectivity, which is the key on achieving the company/department*s goal.

Key Result Areas:

1.Act swiftly on the customer feedback concerning delivery notes, wrong encoding and others to facilitate proper month end reconciliation and accurate invoicing.

2.Validate and adjust the data entries against production reports to ensure accurate documentation and reporting.

3.Place consolidated order for office supplies and apply control measures to reduce office stationery costs.

4.Answer all incoming calls in a pleasant and polite manner, take messages and re-direct calls to appropriate colleagues in order to help customers.

5.Perform general clerical duties that include but not limited to photocopying, mailing and document control, which will complement the departments* goals.

6.Carry out Time & Attendance (TAAS) related work to ensure employees* timesheets are aligned for payroll.

7.Seek guidance and approval from the reporting manager on any amendments to delivery notes and the various production reports to rectify any errors

8.Ensure compliance to all Health and Safety policies to maintain a safe work environment for yourself and colleagues.

Job Context A general commentary of any aspects of the job that are relevant and need more explanation e.g. current projects, operating context/environment, key challenges, economic climate etc.

It is vital for the Customer Development Department to ensure a proper usage of system is in place to maintain a systematic and coordinated approach with other departments and clients. Usage of ERP is widely spread across the department and the admin clerk has major involvement with the system.

Accordingly, the jobholder is responsible to adhere to respective procedures ratified by the company in registering and securing all documentations under proper storage. The admin clerk is also responsible to look after the timely dispatch of outward emails as directed by the superiors.

Number transactions to be review and action

ERP Orders: vast amount of daily ERP order transaction (approx. 30 a day)

TAS: daily monitoring of staff attendance (min. 134 staff)

Internal communication with EKFC staff: daily minimum of 15

Supports administrative and office works to the dept.: daily minimum of 10

Knowledge, Skills & Minimum Experience: What does it take to deliver the Key Result Areas in terms of knowledge/qualification, specific experience, technical and /or management skills, etc.? This should be based on the requirement for the job and should not be confused with the actual qualification & experience of the current incumbent.

Education Qualification:

Secondary school certificate

Work Experience:

Minimum of 2 years*experience in hospitality industry

At least 1 year experience in similar clerical/office administrative role

Skills:

Working experience with ERP

Knowledge of Timesheet

Should be competent in Microsoft Word, Excel, PowerPoint.

Should have excellent communication skills

Should have an eye for detail

Excellent interpersonal skills

understanding of numbers and proficient in data entry

Industries:Airlines/Aviation

Function: Admin and Back office