Administrative Assistant at Karsto Global Resources Limited

Responsibilities / Summary of Functions

• Provide administrative support to ensure efficient operation of the office
• Maintain department/corporate records through filing, retrieval and retention
• Coordinate all activities related to the Document Control procedure, including technical documents, drawings, and commercial correspondence
• Answer telephone calls and give information to callers, take messages, or direct calls to appropriate individuals
• Maintain a master documents register, ensuring that the information is accurate and up to date
• Arrange appointments and meetings and take detailed minutes or record meetings
• Receive and screen visitors, handle their inquiries, and direct them to the appropriate persons according to their needs
• Typing of site documents, and follow up of all the site needs
• Maintain administrative inventory by checking stock to determine inventory level; expedite orders for supplies; verify receipt of supplies and dispense office supplies
• Prepare document transmittals and review completeness of documentation to make sure they are in the right format
• Schedule and coordinate travel arrangements/appointments for senior managers, managers or supervisors.
• Assign numbers to new documents and carry out proper company indexing
• Write letters and emails on behalf of other office staff
• Operate office equipment such as fax machines, copiers, and carry out duties such as typing, copying, binding, scanning, etc.
• Maintain updated records of all approved documents and drawings
• Handle sensitive information in a confidential manner
• Proof read and correct prepared materials for correct grammar, format, and completeness
• Develop and update administrative systems to make them more efficient
• Oversee and supervise the work of junior staff
• Photocopy and print out documents on behalf of other colleagues
• Complete forms in accordance with company procedures
• Locate and attach appropriate files to incoming correspondence requiring replies
• Make copies of correspondence and other printed materials
• Maintain and update contact lists and office business directory
• Schedule and confirm appointments for clients, customers, or supervisors
• Assist in various departments as may be required
• Operate electronic mail systems and coordinate the flow of information both internally and with other organizations
• Conduct search to find needed information, using such sources as the internet
• Learn to operate new office technologies as they are developed and implemented
• Coordinate refreshments for required visitors
• Performs other related duties as assigned

Requirements / Qualification

• HND or Bachelor's Degree in Social Sciences, Humanities or any related discipline
• 2 - 3 years experience in Office administration and document control 
• Possession of a Document Control certificate will be an added advantage

Abilities:

• Proven admin or assistant experience
• Excellent verbal and written communication skills
• High level of accuracy, organizational skills and attention to details
• Ability to multitask
• Excellent interpersonal and customer service skills
• Proficient in Microsoft Office Suite or related software
• Ability to maintain confidentiality of information