Admin Assistant / Document Controller at Padua Petroleum Nigeria Limited (PPNL)

Location: Port Harcourt, Rivers
Division/Department: Administration
Reports to: Workshop Supervisor
Employment Type: Full Time

Duties and Responsibilities
Administrative Assistant Duties:

• Ensure efficient running of the office.
• Organize the company filing system
• Copy, scan and store documents
• Timely Payment of PHCN Bills
• Timely office internet subscription
• Ensure availability of diesel and fuel in the generator(s)
• Keeping of visitors' register
• Ensure office environment: premises, restrooms, reception etc. are properly cleaned and grasses cut.
• Ensure timely provision of consumables to all staff
• Ensure timely availability and management of the Petty Cash / Imprest
• Timely arrangement/booking of flights for staff, when necessary.
• Booking of hotels/accommodation, when necessary.
• Identification and procurement of basic office needs
• Renewal of DSTV subscription, where necessary.
• Ensure that stationery levels are maintained
• Report daily to the Workshop Supervisor on security situations within the office premises
• Submission of weekly report on general office administration to the Management.
• Other duties as may be assigned by the Management

Document Controller Duties:

• Manage the flow of documentation within the organization
• Ensure that hard copy and electronic record files, as required, are maintained in good order to comply with QA requirements
• Retrieve files as requested by employees and clients
• Produce reports on documentation and progress as requested
• Contribute to compilation of final project dossiers, as-built portfolios and archiving
• Liaising and providing administrative assistance to all project team members, as required
• Arrange meetings and record minutes when required
• Maintain accurate filing system for project letters, reports
• Preparing spreadsheet(s) and maintaining databases and logs, as required by Projects
• Maintaining consistency in project documentation for format and document coding or numbering system
• Ensure master drawing files are kept up to date with the latest revision
• Administrating and maintaining SharePoint, Project Workspaces, Project Drives and hard copy file systems as required.
• Submission of monthly activity report

Interfaces with:

• Internal Staff Managing Director, General Manager, Finance/Accounts Manager, Workshop Supervisor, Project Engineers.
• External: Clients, Company Vendors, Regulatory bodies.

Education and / or Work Experience / Skills Requirements

• HND / Bachelor's degree in Administration or any relevant field.
• Minimum of 2 years' experience working in an administrative / document control role
• Experience in the production of detailed documents/reports.
• Good understanding of office administration processes and practices
• Intermediate or Advanced computer and word processing skills using MS Office applications including SharePoint.
• Excellent interpersonal, written and verbal communication skills
• Ability to coordinate several high-priority deadlines simultaneously
• Exhibit an extremely high level of professionalism and superior attention to details
• Excellent IT and presentation skills.
• Ability to interface and interact with Management and Client Representatives at all levels
• Ability to demonstrate sense of initiative and ownership
• Aptitude to exercise foresight as well as good business judgment to anticipate and solve problems with minimal oversight
• Energetic, self-motivated and quick to learn with a focus on continuous improvement.
• Ability to manage complex projects and multi-task.
• Excellent organizational skills.
• Ability to flourish with minimal guidance, be proactive, and handle uncertainty
• Maintain confidentiality at all times

Key Performance Indicators:

• Keen attention to details
• Level of efficiency in delivering office administration
• Quality of flow of documentation within the company.
• Quality and accuracy of filing and retrieval system in both hard copy and electronic copy.
• Average time to respond to end-user enquiries.
• Response time in retrieving and issuing documents to end users.