Administrative Assistant

Service Technique du Batiment (STB) Ltee is looking for a full time administrative assistant to join its team.

• Answer and direct incoming phone calls.
• Receiving and sorting daily mail.
• Organize and schedule appointments.
• Plan meetings and take detailed minutes.
• Write and distribute email, correspondence memos, letters, faxes, and forms.
• Assist in the preparation of regularly scheduled reports.
• Organize and maintain a filing system, including electronic and hard copy documents.
• Order and manage office supplies and research new deals and suppliers. 
• Process and track invoices, purchase orders, and other financial documents as required for foreign orders.
• Proceed with foreign orders (imports) from confirmation of order up to delivery on site/store: Issue POs, liaise with supplier for payment & delivery. Negotiate with freight agent for shipment & clearing of goods upon arrival. Liaise with MSB for sample test when needed.
• Book meeting rooms as required.
• Book travel arrangements and accommodation as required.
• Liaise with business partners for supplies and services.
• Provide general support to visitors by greeting, welcoming, and directing them appropriately.
• Act as the point of contact for internal and external clients.
• In charge of overall vehicle management (insurance,  maintenance, servicing, fitness, fuel card and other duties related to vehicle).
• Book appointment for vehicle maintenance/ repair.
• Assist in the Fleet Management of the company vehicles.
• Follow up on vehicle repairs and ensure invoices are received on a timely basis.
• Assist HR with processing of timesheets when needed.
• Work with Health & Safety Officer to ensure dormitories comply to prevailing regulations
• Assist in the identification of new dormitories as and when required
• Ensure dormitories’ supplies are maintained and monthly follow up is carried out
• Appointment of a Camp Boss for each dormitory and ensure proper discipline is maintained at all times
• Liaise with Finance dept to ensure payment of utility bills is done on a timely basis
• Ensure air-ticket and accommodation has been booked for any expatriate workers
• Coordination of the payment for Work/Occupational permit with the Human Resource team and done on a timely basis
• Carry out any other cognate duties as may be assigned by Management