Administration Assistant

13 hours ago

New Zealand Graymont Full time
Job Introduction

Be the backbone of our operation, where precision meets people skills. As an Administration Assistant, you'll keep our site running smoothly.

New Zealand - WH - Oparure

Position Reports to: Plant Manager

Purpose

The Administration Assistant is responsible for the management of site administration in line with Graymont's systems and policies, supporting the site leadership team and completing other general administration duties.

Objectives

  • Greet visitors and contractors and ensure they sign the visitor book in and out.
  • Ensure visitors and contractors are wearing appropriate PPE, check have completed relevant safety inductions, completed key risk statements and have valid competencies prior to being given security and site access.
  • Enter stocktake to JDE monthly using supervisor's stocktake data.
  • Order, receive and distribute goods for work orders and other supplies.
  • Works with accounts payable to action overdue orders/accounts and incorrectly/incompletely coded requisitions and orders (TAPS).
  • General reception and clerical duties including answering and diverting incoming calls.
  • Send and receive post (couriers), order stationary and office supplies.
  • Data entry including facilitate work orders through JDE.
  • Complete weighbridge/despatch responsibilities as required.
  • Complete export in weighbridge and assist drivers when required.
  • Assist with reporting on site production, sales and other relevant information.
  • Manage and reconcile payment for cash sales.
  • Assist with the document control of site administration including archiving of records under the direction of the Plant Manager.
  • Restrict access to the office area to Graymont and other authorised personnel and maintain document confidentiality.
  • Attend and document Site Leadership Team Meetings as required.
  • Perform other duties as required by the Plant Manager and support the Management Team on ad hoc tasks within competency.
  • Participate in the continuous improvement of administrative processes.
  • Participate in continuous learning to develop new skills as required.

All employees are required to complete other tasks, training and development activities and participate in company programs as required by the Company.

Outcomes

  • Strong customer service and effective relationships established with stakeholders. including staff, customers and contractors.
  • Site administration completed in an accurate, timely manner to satisfy legislative, policy compliance and quality requirements with accurate and up to date data entry and communication.
  • Visitors and contractors have completed appropriate safety inductions, are wearing appropriate PPE and key risk statement prior to being given access to the site.

Role Requirements

  • Can work autonomously and can work safely and efficiently with intermittent guidance with new tasks.
  • Effective interpersonal and written communication skills and high level of attention to detail.
  • Exceptional telephone skills in handling customer enquiries, suppliers, orders and complaints.
  • Sound Microsoft office and experience using systems applications.
  • Can proactively undertake a broad range of administrative related activities and basic quality related activities.
  • Strong organizational, planning and prioritization skills.
  • Demonstrates commitment and drive.

Relationships

Internal

  • Maintenance Supervisor, Production Supervisor, Quarry Supervisor, HSEQ Specialist
  • All employees on site
  • Plant Manager
  • Departmental representatives at all levels

External

  • Contractors
  • Visitors

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