Admin Assistant / Document Controller – Padua Petroleum Nigeria Limited

Duties and Responsibilities
Administrative Assistant Duties:
Ensure efficient running of the office.
Organize the company filing system
Copy, scan and store documents
Timely Payment of PHCN Bills
Timely office internet subscription
Ensure availability of diesel and fuel in the generator(s)
Keeping of visitors’ register
Ensure office environment: premises, restrooms, reception etc. are properly cleaned and grasses cut.
Ensure timely provision of consumables to all staff
Ensure timely availability and management of the Petty Cash / Imprest
Timely arrangement/booking of flights for staff, when necessary.
Booking of hotels/accommodation, when necessary.
Identification and procurement of basic office needs
Renewal of DSTV subscription, where necessary.
Ensure that stationery levels are maintained
Report daily to the Workshop Supervisor on security situations within the office premises
Submission of weekly report on general office administration to the Management.
Other duties as may be assigned by the Management

Document Controller Duties:
Manage the flow of documentation within the organization
Ensure that hard copy and electronic record files, as required, are maintained in good order to comply with QA requirements
Retrieve files as requested by employees and clients
Produce reports on documentation and progress as requested
Contribute to compilation of final project dossiers, as-built portfolios and archiving
Liaising and providing administrative assistance to all project team members, as required
Arrange meetings and record minutes when required
Maintain accurate filing system for project letters, reports
Preparing spreadsheet(s) and maintaining databases and logs, as required by Projects
Maintaining consistency in project documentation for format and document coding or numbering system
Ensure master drawing files are kept up to date with the latest revision
Administrating and maintaining SharePoint, Project Workspaces, Project Drives and hard copy file systems as required.
Submission of monthly activity report
Interfaces with:
Internal Staff Managing Director, General Manager, Finance/Accounts Manager, Workshop Supervisor, Project Engineers.
External: Clients, Company Vendors, Regulatory bodies.

Education and / or Work Experience / Skills Requirements
HND / Bachelor’s degree in Administration or any relevant field.
Minimum of 2 years’ experience working in an administrative / document control role
Experience in the production of detailed documents/reports.
Good understanding of office administration processes and practices
Intermediate or Advanced computer and word processing skills using MS Office applications including SharePoint.
Excellent interpersonal, written and verbal communication skills
Ability to coordinate several high-priority deadlines simultaneously
Exhibit an extremely high level of professionalism and superior attention to details
Excellent IT and presentation skills.
Ability to interface and interact with Management and Client Representatives at all levels
Ability to demonstrate sense of initiative and ownership
Aptitude to exercise foresight as well as good business judgment to anticipate and solve problems with minimal oversight
Energetic, self-motivated and quick to learn with a focus on continuous improvement.
Ability to manage complex projects and multi-task.
Excellent organizational skills.
Ability to flourish with minimal guidance, be proactive, and handle uncertainty
Maintain confidentiality at all times

Key Performance Indicators:
Keen attention to details
Level of efficiency in delivering office administration
Quality of flow of documentation within the company.
Quality and accuracy of filing and retrieval system in both hard copy and electronic copy.
Average time to respond to end-user enquiries.
Response time in retrieving and issuing documents to end users.

How to Apply
Qualified and Interested candidates should send their CV and Covering Letter to: using the job title as the subject of the mail.
Note: Only shortlisted candidates will be contacted. Female candidates are strongly advised to apply.

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