The Administrative Assistant is primarily responsible for handling residential installations, customer emergencies (leakers), and correspondence with National Petroleum Marketing Company Ltd (NP) /Phoenix Park Gas Processors Limited (PPGPL). Duties are performed by adhering to instructions, setting priorities, and scheduling work in accordance with established and general policies and procedures. Emphasis is placed on sound judgment, thoroughness, and competence. Additionally, the position holder must always maintain confidentiality of information.
 Principal Duties and Responsibilities

Residential Customers (New Leads)

• ·       Receive calls in a professional manner for New Residential Leads daily via call-ins and/or the Customer Engagement Centre (CEC).
• ·       Maintain and accurately update the relevant spreadsheet daily for all Residential Leads with customer information and assign a representative based on pre-determined area.
• ·       Before the end of each workday, emails all New Residential Leads to Ramco’s approved Representatives.
• ·       Prepares on a bi-monthly basis, Requests for Cylinders letters to NP for authorization by the Operations Manager and the General Manager and submit to NP.
• ·       Receives Invoices and attaches to relevant Cylinder Request Letter for approval by the Operations Manager and General Manager and submits to Accounts Department for timely payment.
• ·       Maintains a spreadsheet for all completed Residential Installations and updates same to track the reimbursement of 100lb cylinders from NP.Leakers
• ·       Management reserves the right to revise this document in keeping with the goals and objectives of the Company.
• ·       Ensure all leakers are closed in keeping with Standard Operating Procedures.
• ·       Immediately escalates high-risk leakers to the Production Manager and/or the Operations Manager.
• ·       Maintains and accurately updates relevant spreadsheets for all Residential Leakers with customer information and leakage root cause.
• ·       Follow up with the customer to ensure closure of the complaint and ensure that the customer is satisfied with the response.
• ·       NP Orders / Requests
• ·       Submits orders for Stores Issue Vouchers (SIV) of all items as requested by the Production Manager or designate and organizes the collection of same via phone and email.
• ·       Submits requests for late haulage of LPG from Paria and communicates approval of same to the Production Manager and Operations Manager.
• ·       Coordinates delivery of rejected cylinders and the collection of replacement cylinders.
• ·       Coordinates the collection of 100lb cylinders bi-monthly for completed Residential Installations.

Reports:

• ·       Prepares daily, a reconciliation of the Company’s 20lb and 100lb LPG cylinders to identify any variance which must be investigated by the Production Manager and/or Operations Manager.
• ·       Prepares a daily delivery report for haulage of LPG from Phoenix Park Gas Processors Limited (PPGPL).
• ·       Prepares a monthly delivery report for haulage of LPG to NP from the Paria and PPGPL.
• ·       Prepare a report on all new residential leads and installations by the 5th working day of each month.
• ·       Prepare any other report as requested by the Operations Manager.

·       Other

• ·       Provides timely and efficient administrative support to any Manager or Engineer in thenOperations department.
• ·       Custodian of department’s petty cash pan, responsible for issuing, reconciling and requesting reimbursement of the cash.
• ·       HRIS - Enter employee leave for Production employees and enter loads in Sales/Timesheet
• ·       feature for confirmation and approval.
• ·       Custodian of leave registers for the Operations Department.
• ·       Prepare requests for training and orientations as required.
• ·       Prepare promissory notes as required.

•           Perform additional duties in the absence of any Administrative Assistant in the Operations
• ·       Department or the LPG Services Clerk.
• ·       Assist with collecting information and documents when required.
• ·       File all department documents in a timely manner.
• ·       Prepare memoranda, documents, and correspondence (general and personal) for the Operations Manager.
• ·       Any other relevant duties assigned by Management.
  
  

·       HSE

·       Promotes and adheres to all HSSE standards, policies, procedures in the workplace, ensuring a safe and compliant environment for all stakeholders, this is inclusive of but not limited to ensuring proper housekeeping, wearing required personal protective clothing, reporting accidents/incidents, non-compliances in a timely manner, attending the required safety meetings, completing job safety analysis forms and permits, following emergency response procedures, policies and training and abiding by OSHA.


Minimum Qualification and Experience

Minimum Acceptable Academic/ Technical/Professional Qualifications

·       Five G.C.E. O’Level/ C.X.C. subjects including Mathematics and English.

·       Diploma in Administrative Studies such as Administrative Professional Certification from a

·       recognized institution or equivalent.

·       Customer service certification

·       Minimum Number of Years of Relevant Experience

·       Minimum three (3) years performing similar functions

Key Contacts and Relationships

Internally HSE Department, HR Department, Logistics Department, Customer

Engagement Center, Sales Department and other departments

Externally Customers, Vendors, NP, PPGPL

Key Competencies

Skills Behaviours

• Strong organizational skills

• Ability to prioritize workload

• Resilient

• Can remain calm under pressure

Management reserves the right to revise this document in keeping with the goals and

objectives of the Company.

• General understanding of the business

• Results driven

• Excellent communication, interpersonal, leadership and problem-solving skills

• Strong customer service skills

• Relationship building skills

• Ability to work under minimum supervision

• Working knowledge of the OSH Act of Trinidad & Tobago

• PC skills (MS Office, Excel and PowerPoint)

• A sense of urgency

• Punctual and reliable

• Keen attention to detail

• Team player

• Professional

• Highly confidential