Personal Assistant To Gm Of Steel Manufacturing Business - Located In Gympie

This position manages the administration and operations of the General Manager. This includes confidential secretarial tasks, maintenance of electronic records, coordination of projects including budgets, completion percentages, workflow reporting. 

As well as proficient use of Microsoft products, including Word, Excel, Teams, OneDrive and other record management systems (e.g. Smart Sheet, Google Sheets & Skytrust). Providing executive project support in the steel and manufacturing industry

You will be responsible for

• Preparing weekly client workflow reports. This includes taking and imbedding photos of project progress. Liaising with production managers to understand the progress to be documented in the report including project completion percentages. Production requirements from the client must also be understood and documented in the report.
• Liaising with production to understand % complete on each job. This information will determine both claims being raised to customers as well as form part of the reporting above. This must be reported on daily.
• Project labour breakdown, these tasks are then tracked comparing budget v actual times. This must be reported on at the start and end of the week.
• Management General Managers diary. This includes organising and ensuring that all internal meetings go ahead.
• Ensure that we are prepared to host any clients or other external stakeholders. This includes ensuring that meeting room/s are available and catering is organised. You will be responsible for greeting attendees on arrival.
• Document Meeting Minutes
  External Meetings
  Prepare minutes and key actions arising from external stakeholder meetings and distribute to those stakeholders. Update the smart sheet for actions. Follow up key time sensitive actions with the external stakeholders.                                                 

Internal Meetings
Prepare minutes if required. Maintain the appropriate meeting boards in Monday.com.

• Manage Linkedin profile. Liaising with key personnel to establish news worthy items that are to be posted on a weekly basis.
• To prepare Material Data Reports for clients. This involves collecting all the traceability documentation throughout the project and reporting same in Word version.
• In instances where the General Manager initiates a new project, you are responsible for ensuring the job is set up accurately within the job management system.
• Raise purchase orders in instances where the General Manager requests work or materials directly with the supplier.
• To be available to follow up on day to day requirements such as, collect / deliver parts, ordering lunch, vehicle maintenance organisation.
• Monitor and review General Managers Email account and prepare emails on behalf of the MD based on a briefing either in person or via the phone.

Experience

• The ability to multitask in a high paced project environment with demonstrated organizational, self and time management skills.
• Strong written and verbal communication skills.
• Proven experience in the steel and manufacturing industry.
• Strong relationship building skills and customer service skills to support the achievement of objectives.
• High level ability to process, analyse and interpret data and information to support business reporting requirements. 
• Resourceful and logical thinker with high level of accuracy and attention to detail.