Job Description
Purpose
The Site Administrator will assist the key executives of the company with scheduling, organising and
coordinating administrative tasks.
Main Tasks and Responsibilities
Executive Assistant:
- Act as a Personal Assistant to the company’s International Operations Leader and the Site Manager:
- Support scheduling and assist with priorities
- Send communications
- Organise and prepare for meetings
- Coordinate travel arrangements
- Collating contributions to site and corporate meetings Administrative Support:
- Provide general administrative assistance for the Commercial department and administrative assistance to other departments when required and directed by SLT members (to be kept within reason)
- Triaging incoming calls, directing them to the appropriate departments promptly and professionally Marketing Support:
- Assistance with Tradeshow planning
- Assist with updates and routine maintenance of our website Travel & Logistic Coordinator:
- Organise taxis and transportation needs for departments and visiting personnel
- Oversee and coordinate maintenance of the company pool cars
- Assist with hotel stays for conferences and support for customer visits Event & Function Support: - Support all departments with refreshments and food for meetings and visits
- Ensure that all coffee machine and fridges are stocked Facilities & Visitors:
- Point of contact, within contracted hours, for any queries in relation to the company’s staff house and corporate visitors.
- Organising and coordinating PPE for visitors on site
- Organise repairs for meeting rooms, offices in general Site Council Coordination:
- Schedule and prepare the minutes for the Site Council meetings Purchasing & Expenses:
- Management of registered postage services
- Raising purchasing orders for taxis, commercial subscriptions, etc
- Complete expenses for the Senior Leadership Team Site Communications:
- Assist with producing the quarterly site newsletter, format and distribute to site
- Coordinate the Quarterly Town Hall briefings
Communication Excellent Telephone Manner Confident in dealing with people at all levels in the organisation
SHEQ
To work to the company’s policies and procedures in a safe manner. Participate in site audits and feedback findings.