Administrative Assistant, Abel Building Solutions

The Administrative Assistant provides comprehensive support across diverse administrative functions.

JOB SUMMARY

• The Administrative Assistant provides comprehensive support across diverse administrative functions, encompassing travel coordination, meeting management, event organization, facility and vehicle maintenance, purchase order preparation, and actively fulfilling the Receptionist/Telephone Operator duties, while also overseeing the supply of hygiene and kitchen purchases for the building to maintain compliance with ANSA McAL Group policies, procedures and guidelines ensuring seamless operations, efficient communication, and a well-maintained and organized workplace.

JOB DESCRIPTION

• Greet visitors warmly and maintain the reception area ensuring that visitors receive a positive customer experience and ensuring the reception area is tidy and welcoming.
• Efficiently handle incoming calls ensuring callers receive a professional and courteous greeting, and calls are accurately directed to the appropriate person or department, while maintaining an updated contact listing for PBX line and employees.
• Log and distribute all incoming and outgoing mail for tracking and audit purposes.
• Coordinate and arrange travel, stipend and accommodation/ground transportation as needed to ensure well-organised travel.
• Coordinate and arrange Town Halls and internal Construction Sector Office events, fostering collaboration to ensure well-organized and executed events.
• Prepare purchase requisitions providing accurate and timely requests and follow through on workflow approvals to expedite the procurement processes and vendor payments for administrative, travel, vehicular and facility related needs.
• Coordinate the supply of hygiene and kitchen purchases for the Construction Sector Office and other facilities, as instructed, ensuring a well-stocked and organized workplace, promoting a clean and hygienic environment for all staff.
• Arrange and monitor vehicle maintenance, petro-card reload and facility maintenance and records of same contributing to the effective maintenance and functioning of facilities and vehicles.
• Oversee and direct visitors access to the Construction Sector Office accordingly, confirming authorized entry where necessary.

QUALIFICATION AND EXPERIENCE REQUIRED

• Diploma or Certificate in office administration, secretarial studies, or a related field or an equivalent combination of academic and work experience.
• Bachelor’s Degree would be an asset.
• Minimum of 3 years’ experience with general business operations and information requirements.
• Intermediate proficiency in Microsoft Office Suite and Microsoft D365.