Office Administrator

Office Administrator

One of our clients in the business process engineering and automation sector, is looking for an Office Administrator, reporting to Project Managers and Business Development Executives, assisting in administrative duties required by these departments, with a main focus on quality assurance, submittals of drawings and other relevant documentation and updating the Maintenance and Operations Manual of the company.

Key duties and responsibilities:

• Greeting of all visitors including clients and suppliers
• Filing of information/records and correspondence, soft and hard copies as required. Including updating of organisation’s database with documents related; RFIs, submittals, minutes of meeting and all correspondence both incoming and outgoing.
• Assist the project manager/s
• Ensure personnel records are maintained and updated, as necessary.
• Ensure stationery requirements are met.
• Schedule internal and/or external meetings and inform attendees. This may also include organising conferences and events outside the organisation’s premises
• Organise training for all personnel as required by management: booking of training, flights, accommodation, travel expenses.
• Assisting in work permit applications.
• Organising employees’ uniforms and/or safety wear (when applicable)

Updating all quality documents, company procedures, project specific quality plans, yearly quality audit programme, client satisfaction questionnaire, internal audits, organisation chart, responsibility chart and others as requested.

• Update the Quality Assurance files and ensure compliance with procedures.
• Updating project specific Quality Plan.
• Updating procedures for internal document distribution.
• Ensure procedures are amended, updated and distributed, as required.
• Ensure that the yearly quality audit programme is formulated in the beginning of the year and all resources are available to follow this programme.
• Discussing test procedures with department heads; reviewing & testing selected procedures; prepare report & action plan on each tested procedure
• Ensure that items on list are actioned
• Present all internal audit reports to PM & QM
• Organise, oversee and ensure the successful completion of the yearly external audit including following up the comments of the previous year’s report.
• Keep updated with the latest ISO updates and any training, which may be required.
• Prepare transmittals drawings to be submitted to Main Contractor/Client and/or consultant
• Update logs and together with the design coordinator, make sure that drawings to be issued have the correct revision number.
• Issue a Submittal form for the drawings and send over to Main Contractor along with Transmittal form.
• Compiling Operations and Maintenance Manual by gathering all necessary information such as, datasheets, drawings, test reports, certifications etc and placing them in relevant files – both soft and hard copies – according to the contract specifications.

Requirements:
Previous experience in a related business environment will be an asset, with a good standard of advanced education, good knowledge of Microsoft Office, especially Word, Excel and databases.

Excellent administrative and organisational skills

Great communication skills – both verbal and written in English; Maltese is an asset.