Administrative Assistant

Responsibilities

• Take initiative and work accurately on repetitive administrative tasks of technical nature.
• Proactively communicate with the administrative team and other departments (e.g., Workshop floor team, Purchase or Accounts) regarding job‑related administration.
• Open Work Orders and perform related administration as needed.
• Support Administrators with pre‑award planning activities: register file information in the system (pictures, emails, details, manuals, drawings, planning), open Job Cards in SERA, manage network folder communications.
• Prepare Job Cards and Inspection Checklists for Technicians; send to and receive from tablets.
• Support Administrators with post‑award planning activities: based on Job Order Confirmation, prepare and send Picking Lists to Store, prepare Work Charts, Test Reports, and Fitment Checklists; fill and exchange information via tablets.
• Maintain awareness of job status at all times, take notes and pictures, and prepare reports as requested by the Administrator.
• Support Administrators with job completion activities: gather and register in ERP all costs allocated to the Job Cards (supplier invoices, seal forms, hose forms, picking lists, bills), collect applicable checklists and completion pictures from Technicians, close Job Cards, and update ERP with closing date and status.
• Maintain the job performance register and file all administrative documentation in the job folder.
• Maintain cleanliness of the work area at all times.
• Perform other duties as assigned by the General Foreman or Workshop Operations Manager.
• Comply with company QHSE policies at all times and motivate others to do the same.
• Draft, edit, and send professional correspondence and reports with a high level of accuracy and attention to detail.
• Organize and maintain electronic and paper filing systems to ensure easy access and retrieval of important documents.

• Minimum of a high school diploma; an associate’s or bachelor’s degree in business administration is preferred.
• At least 2 years of relevant experience in an administrative role, demonstrating a solid understanding of office protocols.
• Familiarity with industry‑specific software and tools, such as Microsoft Office Suite, project management software, and CRM systems.
• Fluency in English is required; proficiency in additional languages is a significant advantage, especially in multinational environments.