Administrative Assistant

JOB SUMMARY :

We are looking for an Administrative Assistant to join MEDINE GROUP | Casela Ltd

As an Administrative Assistant, you will play a crucial role in ensuring the smooth operation of our office. Your responsibilities will include managing daily office tasks, coordinating schedules, handling correspondence, and providing support to our team. You will be the first point of contact for visitors and will assist in organizing meetings and events. Your attention to detail, organizational skills, and ability to multitask will be essential in maintaining an efficient and productive work environment.

Duties & Responsibilities

• Maintain and update office records, databases, and filing systems for both Zoology and Park Attractions Department.
• Follow up of correspondence with designated entities for implementation of standards, e,g WAZA
• Follow up animal feed stocks with supervisors and issue p/o in a timely manner to avoid stock shortage or rupture.
• Raise purchase orders for Zoology and Park Attractions Department and follow up until delivery.
• Follow invoicing procedures and ensure invoices are dispatched to the accounts department in a timely manner.
• Track payment as required with Accounts department.
• Ensure supervisors of Zoology and Park Attractions Department send stock takes in a timely manner to ensure a smooth procurement process with maintaining a minimum stock where needed for smooth running of operations
• Follow up of calendars for internal audits, medical surveillance and internal trainings
• Carry out monthly stock takes of veterinary equipment and medications to maintain a minimum stock
• Compiling and maintaining records for Zoology Department which comprises but not limited to animal and feed import and export.
• Records and sent minutes of meeting as required
• Update payroll system for both department on a weekly basis and issue reports to Senior Manager for abusive absences etc.
• Monitor and manage office supplies and inventory
• Compile and maintain records of both department, e.g training sheets, medical certificates, etc.. 

CANDIDATE’S PROFILE :

Qualifications Required:

• Minimum HSC

Experience Required:

• Have at least 1 year of experience in relevant field.

Key competences (Knowledge, Skills, Attitudes, Behaviours):

• Working knowledge of and ability to use hand and power tools and equipment.
• Ability to follow oral and written directions.
• Observational skills
• Passionate about animals
• Ability to communicate at all levels both orally and in writing
• Strong interpersonal skills
• Dynamic and outgoing personality
• Demonstrate interest and enthusiasm for animal conservation, management and welfare..