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. Perform any other duties assigned or delegated by his/her immediate supervisor.
2. Answer telephone, take messages, and respond to inquiries within assigned scope of responsibility.
3. Maintain 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. Demonstrate knowledge and proficiency in the use of technology (i.e., computers, word processing, database spreadsheet programs, and PowerPoint).
7. Exhibit knowledge and ability in record-keeping methods, keyboarding, and preparation of correspondence.
8. Maintain files and financial records.
9. Photocopy and print documents.
10. Complete and mail bills, contracts, policies, invoices, or checks.
11. Operate office machines, such as photocopiers, scanners, facsimile machines, voice mail systems, and personal computers.

QHSE

1. Take reasonable care of your own health and safety and not 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 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 involve a fellow employee or member of the public at your place of work.

Skills Required:

1. Strong organizational 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 prioritize 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 individuals.
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. Extremely proficient in Microsoft Office applications.
8. 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