Engineer Support Administrator

The Engineer Support Administrator is responsible for ensuring that the Engineering Department is provided with the necessary administrative support

Name:                                     

Job Title:                               Engineer Support Administrator

Department Name:               Engineering Department

Working Hours:                    Mondays – Fridays 8:30 a.m. to 5:00 pm 

You may be required to work on a weekend due to the nature of your job; you may also be called upon to attend work in cases of natural disasters and states of emergency.

Job Objective/Summary

Reporting to the Engineering Manager, the Engineer Support Administrator is responsible for ensuring that the Engineering Department is provided with the necessary administrative support.

Working Condition

Environment

Work is performed in various conditions including the standard office environment and the field open to natural elements. The company reserves the right to plan station activities approved by the company between 8:30 am – 5: 00 pm Mondays – Fridays and make them mandatory at short notice.

Physical  

Primary functions require sufficient physical ability and mobility to work both in an office and on the road (in the field). To sit or stand for prolonged periods of time; to walk several meters at a time when doing fieldwork. To occasionally stoop, bend, kneel, crouch reach and twist; to lift carry, push and/or pull light to moderate amounts of weight; to operate office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard; to travel to other locations using various modes of private and commercial transportation; and/ or verbally communicate to exchange information.

Summary of Duties:

• Monitor project schedule, coordinate activities, set deadlines, assign responsibilities, monitor and summarize the project progress, and prepare reports regarding status of projects.

 Order Management

• Manage the order cycle, processing in a timely and accurate manner to include order acknowledgment, validation/integrity check of order; ensuring amendments to orders are actioned immediately, and communicating details to the appropriate supplier.
• Track order progress/monitor order status, communicating any issues to relevant persons.
• Monitor status and coordinate deliveries from various sources to delivery sites.
• Liaise with suppliers to ensure requirements are satisfied, negotiating best price/deliveries
• Ensure accurate invoices are received upon delivery of order.
• Liaise with the Accounts department to ensure suppliers are paid.
• Ensuring items are included on maintenance schedules, renewed, and billed as required
• To be conversant with the product/item being ordered to be able to answer general order inquiries.
• Develop and maintain an efficient and effective records management and filing system.

Email Management:

• Manage emails received by the Engineering Department.
• Record and track logs for sites when taken in by Engineers.

Tube Management:

• Log installation, repairs, and adjustments of all tubes
• Manage the dispatch and return of all Outside Broadcast (OB) equipment
• Managing battery calendar to be sure that batteries are changed or replaced.
• Keep a log of equipment repaired to include but not limited to type of equipment, date of repair, duration of repair process, repairer

Database Management of Assets.

• Keep a log of movable assets e.g., a transmitter, generator, or any equipment to and from site.
• Record and monitor the fuel level of sites from Engineers’ visits.
• Keep a schedule for studio repair
• Log all parts and equipment and manage the stores to ensure that replacement and spare parts are always available.
• Ensure effective team working within the department.
• Ensure compliance with all other company policies and procedures
• Perform other related duties, which may be assigned.

EDUCATION/EXPERIENCE REQUIREMENTS:

• BSc. Degree in Management Studies/Administrative Management
• Minimum of two (2) years in an administrative capacity

KEY COMPETENCIES

• Proficiency in Microsoft Suite and Applications, Office (specifically Microsoft Word, Excel, PowerPoint and Outlook are a requirement).
• Excellent time management, customer relations, team building and office management skills
• Excellent written and verbal communication skills
• Strong organizational and analytical skills.
• Proactive and able to work with a minimum of supervision
• Ability to manage several projects at once whilst balancing conflicting priorities, requests, and agreed deadlines.