Administrative Assistant

About the role

The Administrative Assistant will provide comprehensive office support to ensure smooth operations across the organization. This role involves managing documentation, assisting personnel with reporting, and maintaining accurate records while adhering to safety standards.

Key responsibilities

• Maintain and distribute up‑to‑date documentation, ensuring all recipients receive revisions promptly.
• Assist personnel with minutes of meetings, reports, manuals, brochures, records, forms, checklists and instructions.
• Prepare performance and progress reports, creating accurate graphs and statistics.
• Utilize database management systems such as SAP to create electronic registers and maintain document histories.
• Collect and maintain regular activity reports, performance appraisals, attendance, leaves, absenteeism and vacation records.
• Collate and analyze data from all personnel and submit summaries to the Organization Head.
• Respond to queries, route incoming and outgoing mail, and maintain work files as directed.
• Liaise with Training and Career Development to identify training needs and coordinate enrolment.
• Coordinate with Procurement to requisition office stationery and supplies.
• Operate office equipment (printers, fax machines, copiers, telephones) and ensure proper functionality.
• Ensure compliance with safe work practices, hazardous work regulations and PPE usage; participate in safety audits.

Required profile

• Minimum 5 years of experience in Oil & Gas maintenance with a High School education.
• Minimum 3 years of experience in Oil & Gas maintenance with a Diploma.

Required skills

• SAP (database management system).