Administrative Assistant

About the business

JAE is a mechanical engineering business that specializes in the manufacturing and refurbishment of coal mining machines and equipment, in accordance with original equipment manufacturer specifications and government legislations.

We are seeking an energetic individual to join our team as the administrative and office assistant. 

This employee represents the public face of our business. It is therefore important that this person conducts themselves in a professional manner to give customers and suppliers a great first impression. In addition, this role provides administrative support to the management team.

KEY RESPONSIBILITIES: 

• Liaise with external suppliers to ensure timely delivery of marketing material i.e. stickers, decals, and job information labels for projects. 
• Coordinate and cross-reference job cards and update barcode scans for ongoing projects.
• Manage orders for staff PPE and workwear clothing, stationery requirements, general kitchen groceries, and office cleaning supplies. Maintain these inventory levels and ensure the kitchen and main office areas are well-stocked and organized.
• Update employee leave forms in the leave tracker, assist with ISO document control, scan labour hire timesheets, and ensure all documentation is accurately filed and accessible on server.
• Assist with the creation of purchase orders. 
• Facilitate the onboarding process for new employees, including allocation of employee numbers and ID cards.
• Prepare oil samples for posting. 
• Provide general administrative assistance to the Operations Manager, CEO, CFO, HR, and Safety departments. 
• Front desk management, monitoring visitors’ check ins, maintains a safe and clean reception area. Answer the company phone line and ensure messages are directed to the appropriate employees.
• Perform other relevant duties to support the efficient operation of the organization.

REPORTING: 
Safety Manager

QUALIFICATIONS: 
High school diploma
 
EXPERIENCE:
Basic computer knowledge.

Some admin experience would be beneficial.

SKILLS & ATTITUDE:
Professionalism and energetic
Be an effective verbal and written communicator as well as Effective and attentive Listening
Microsoft Office proficiency, good typing ability.
Multi-tasking - handles pressure well.  
Exceptional attention to detail.
Be open to learn new tasks.