Description

JOB DESCRIPTION
 
Job Title: Administrative Co-ordinator
 
Reporting to: Human Resource Manager / Operations Manager

JOB SUMMARY
 The Administrative Coordinator duties involve a wide range of support activities inside our HR department as well as our janitorial department. An important part of your role will be to act as the liaison between HR and employees, ensuring smooth communication and prompt resolution of requests and questions. You’ll also assist in ensuring policies and processes are followed and documented.
 
KEY DUTIES

• Liaises with HR assistant I and crew Supervisor for new recruit
• Maintain and manage equipment register
• Maintain and manage an accurate active employee record
• Maintain and manage stock register
• Liaises with Operations Manager to replenish stocks and equipment maintenance
• Gather accurate data to draft cumulative and equipment reports
• Generate accurate employee listing
• Liaises with crew supervisors and team leads to assist with requests and address work related issues
• Visit on site locations three (3) times per week or as needed
• Prepare and distribute contracts, timesheets and other relevant documents
• Verify payroll timesheets submitted by crew supervisors
• Ensure that personnel administration tasks are in compliance with HR processes
• Collect all site job cards and submit monthly reports
• Provides high level administrative support to the HR Manager for the day-to-day operations of the office and sites
• Receives and monitors all incoming calls and responds accordingly in a timely manner
• Monitors national, regional and worldwide HR events and trends and best practice that impact business
• Supporting internal and external inquiries and requests related to the HR department
• Compiling and maintaining paper, digital and electronic employee records
• Assisting with HR events and meetings
• Serve as a point of contact which benefits our vendors and or customers and assisting with any required documentation, issues / challenges and ensure it is given to the HR manager to be addressed promptly
• Vetting and shredding all HR documents
• Creating and sending official correspondences for the company as needed
• Assist with payroll and ad-hoc HR projects within all other HR areas
• Filing
• Any other duties assigned by management

 
Other Skills and Qualifications:

• Proven experience as HR assistant or other relevant administrative and operations support experience
• In-depth understanding of entire MS Office suite
• Ability to organize a daily workload by priorities
• Must be able to meet deadlines in a super-fast-paced quickly changing environment
• A proactive approach to problem-solving with strong decision-making skills
• Professional level verbal and written communications skills
• Self-motivated and has high standards of work ethics

 
HSE Roles and Responsibilities

• Following all HSE rules at all times.
• Stopping any work that they recognize as being unsafe and reporting it to their direct Manager, Human Resources and or CEO.
• Reporting all accidents and incidents they are involved in or witness to their direct Manager, Human Resources and or CEO as soon as they reasonably can.
• Using all equipment in the work place as designed and with design operating safety features.
• Conduct themselves in a professional manner at all times, treating everyone in a cordial and direct fashion.The Company expects everyone to be treated with respect and dignity at all times.
• Becoming familiar with the HSE procedures required to perform their jobs safely.
• Ensuring full compliance with all applicable legislations and site regulations.
• Attending and actively participate in scheduled HSE training meetings, toolbox talks and HSE programmes.
• Performing all work in a safe manner.
• Using all appropriate PPE in a correct manner.
• Using all Safe Systems of Work available. For example, Job Safety Analysis (JSA's), Permits, Risk Assessment, Checklists etc.
• Observing good housekeeping practice.
• Reporting the taking of any medication while on the work place to their direct Manager, Human Resources and or CEO.

                                                                                                                                     
QUALIFICATIONS & EXPERIENCE 

• Diploma in Operations / Business / Human Resources Management or equivalent
• 5 O’levels inclusive of Mathematics and English
• Proficient in Microsoft Office Suite
• Experience in Operations / Projects and Human Resources
• High quality organizational skills
• The ability to build relationships and coalitions within the community
• Excellent verbal and written communication skills
• Excellent critical thinking
• Valid Driver’s License

 
OTHER SKILLS REQUIRED

• Has a high stress level tolerance
• Highly motivated and energetic
• Ability to work as a team player
• Ability to adapt to a dynamic environment
• Facilities and or janitorial supervisory is considered an asset

 
WORKING RELATIONSHIPS: 
Internal:  CEO, General Manager, Customer Service Reps, Human Resources, Field Operators, Drivers, Admin/Accounts Staff, Sales/ Marketing
 
External:  Clients of the Company