Administrative Assistant - Building & Civil Works

Purpose of the Role:

The Admin Assistant will report to the MBCW and is responsible for the provision of administrative support to the BCW Staff and Management Team.

Key accountabilities:

Maintenance and Support

• Provide administrative support services to the BCW Department.
• Maintain databases, review incoming correspondence, manage the filing system, and draft responses on matters delegated by the MBCW or General Manager Assets & Infrastructure (GMAI).
• Answer and direct telephone calls and inquiries, and personally attend to customers as appropriate.
• Update BCW documents and ensure that other operational documents are also kept current.
• Ensure the upkeep and tidiness of the BCW office and maintain office discipline.
• Manage office resources effectively, process requisitions for items through ACCPAC, and follow up on procurement for the BCW Department.
• Organize and act as secretariat for BCW meetings, including preparing agendas, taking minutes, and following up on action items.
• Monitor and report on staff absences for all BCW employees and submit leave returns to PODC.
• Will assist storeman inventory.

• Carry out any other duties within the scope of the position or as assigned by the immediate supervisor or department Manager.

Compliance and Safety

• Ensure adherence to safety protocols within the office environment.
• Maintain accurate and updated records of compliance-related documents

Continuous Improvement and Development

• Participate in training and professional development activities.
• Implement improvements to administrative processes and document management

Documentation and Reporting

• Maintain and update master copies of BCW documents.
• Organize and act as secretariat for BCW meetings.
• Draft and review correspondence, ensuring timely submission of reports

Qualifications, Professional Knowledge and Experience:

• Relevant Certificate or Diploma level qualification in Office Administration or Management with 3 years of work experience.
• Strong computer skills: Microsoft Word, Excel and Outlook.
• Good communication skills (both written and oral).
• Ability to maintain confidentiality and high attention to detail.
• Must have pleasant and approachable mannerism while maintaining professional attitude
• Flexible attitude towards working hours.
• Excellent organizational skills, ability to multi-task
• Have experience in diary management/researching and booking of travel and accommodation
• Demonstrate experience in a highly pressurized environment requiring tact, judgment and discretion in handling internal and external customers
• Ability to filter information and assess priorities
• Ability to develop and maintain good working relationships at all levels, including during difficult and challenging circumstances
• Confident and able to work on own initiative and with limited supervision

Application Checklist

We warmly invite interested candidates to ensure their application includes the following documents:

1. Cover Letter – Share your relevant skills and experience and explain how you meet the Minimum Qualification Requirements (MQR) outlined above.
2. Updated Resume
3. Copies of Relevant Certificates and Academic Transcripts

Please note that emailed, hardcopy or late applications will not be accepted.

Only shortlisted applicants will be contacted for the next stage of the recruitment process

Should you have any questions, our friendly team is happy to help - please email recruitment@fijiairports.com.fj

Vinaka vakalevu, and we look forward to receiving your application.

Fiji Airports is an Equal Opportunity Employer. We strongly encourage women and individuals from diverse backgrounds to apply. Employment is subject to a police background check and illegal drug testing, in accordance with Fiji Airports’ zero-tolerance policy on illicit drugs and our commitment to safeguarding children, our people, and the wider community, while maintaining a safe, secure, and drug-free workplace.

To be the World Class Aviation Hub for the Blue Pacific