Office Assistant

Job Title:
Office Assistant

Department:

Reporting To:

Site: ES-

Job Purpose:
To provide both clerical and administrative support to professionals, either as part of a team or individually.

Key Responsibilities:

1. To perform any other duties assigned or delegated by his/her immediate supervisor.
2. Answers telephone, takes messages and answers inquiries within assigned scope of responsibility.
3. Maintains attendance reports, leave records, trip records and logs.
4. Maintain financial records and make basic math computations quickly and accurately.
5. Perform clerical and administrative tasks quickly and accurately.
6. Knowledge and proficiency in the use of technology (i.e. computers, word processing, database spreadsheet programs and PowerPoint).
7. Knowledge and ability of record keeping methods, keyboarding and preparation of correspondence.
8. Maintains files and financial records.
9. Performs other duties assigned.
10. Answering the phone and answering queries.
11. Photocopying and printing.
12. Complete and mail bills, contracts, policies, invoices, or checks.
13. Operate office machines, such as photocopiers and scanners, facsimile machines, voice mail systems and personal computers.

QHSE:

1. Take reasonable care of your own health and safety and not to put other persons - fellow employees and members of the public - at risk by what you do or don't do in the course of your work.
2. Cooperate with any company efforts to improve health and safety at work.
3. Comply with any reasonable instruction given to you in the interest of health and safety.
4. Not to interfere with or misuse anything that's provided for your health, safety or welfare.
5. Report any accidents, injuries or illnesses you may suffer as a result of doing your work, or any accidents, injuries or illnesses you become aware of that involves a fellow employee or member of the public at your place of work.

Skills Required:

1. Strong organisational skills.
2. Presentation skills and attention to detail.
3. The ability to plan your own work, work on your own initiative and meet deadlines.
4. The ability to manage pressure and conflicting demands and prioritise tasks and workload.
5. Oral and written communication skills.
6. Tact, discretion and respect for confidentiality.
7. A pleasant, confident telephone manner.
8. Teamwork.
9. Reliability and honesty.

Qualifications:

1. Higher Secondary School Certificate.

Other Requirements:

1. Able to give accurate and detailed information to visitors.
2. In-depth knowledge of typing correspondences, reports and other documents.
3. Proven record of answering telephone, giving relevant information to callers and routing calls to appropriate individual.
4. Demonstrated ability to schedule appointments and meetings.
5. Thorough understanding of making copies of printed documents, and filing correspondences, reports and records.
6. Quick at compiling and typing statistical reports and charts.
7. Computer: Extremely proficient in Microsoft Office applications.
8. Communication: Able to work and converse efficiently with all levels of colleagues, clients and other external contacts.

Scope and Limits of Authority:

Business Unit: GBU Energy Solutions

Division: ESI AMEA - GCC & Pak - UAE

Legal Entity: ENGIE Cofely Energy Services LLC

Professional Experience: Skilled ( >3 experience <15 years)

Education Level: None/GCSE