JOB PURPOSE:

To provide and coordinate all customer related administrative support requirements for the department  

KEY ACCOUNTABILITIES & RESPONSIBILITIES:

Ensure timely and efficient entry of job records including input of relevant data Liaise with customers and samplers to schedule all sampling activities as and when required Ensure accurate receipt, tagging and registration of samples as per company policies and procedures Prepare, acquire relevant approvals, and dispatch invoices in line with operational and contractual requirements Liaise with courier companies for dispatch of subcontracted samples as per operational requirements Manage department petty cash (where applicable) and ensure timely and efficient entries of adequate records for reconciliation Assist Line Manager and Finance department with customer queries and outstanding payment issues, up to and including customer follow up for collections of outstanding dues Follow approved procedures while communicating with customers in order to provide a high level of customer service Promptly transfer calls or communicate issues to the relevant team / employee(s) Escalate any issues or matters that are irresolvable to the Manager  Draft and distribute any correspondences/reports (i.e., surveys, inspects, lab reports etc.) to the customers where necessary Arrange administrative matters regarding the day-to-day operations and procedures and correspondence such as calls, post, emails, faxes, etc. as instructed to ensure optimum communication between departments and employees Implement document retention and disposal as per the Company’s policies and procedures to ensure documents are made available when required  Coordinate all administration requirements including secretarial and office administration, including travel bookings, accommodation and other logistic requirements Prepare meeting schedules making prior arrangements, meeting agendas, registering, typing and filing minutes of meetings Coordinate with the IT function for the installation/modification of telecommunications and computer network  Maintain files, records and confidential correspondence, reports and memos pertaining to departmental and business activities for future use Maintain the required quantity of stock at all times and ensure relevant supplies are ordered regularly to maintain optimum stock levels Receive guests/visitors and cater to their requirements in a professional manner to maintain the Company’s image at all times Ensure compliance with all relevant (internal and external) regulations including QHSSE requirements using company policies and procedures as appropriate

MINIMUM QUALIFICATIONS & EXPERIENCE:

*High school diploma or equivalent *Fresh Graduate 

*(Selection is based on hiring Manager’s discretion)