Administrative Assistant - Electrical & Mechanical

Purpose of the Role:

The Administrative Assistant is responsible for the efficient and effective operations of the Electrical & Mechanical (E/M) Services Section by performing administrative tasks requiring a sound understanding of the organizational policies and practices to support the Manager E/M Services. The position also requires the incumbent to assist in managing the office of the MEMS to provide efficient secretarial and administrative support at all times. The incumbent is the first representative of Electrical & Mechanical (E/M) Services section to greet many of the visitors to the E/M office and must ensure that the Sections business affairs are properly managed. The Administrative Assistant will ensure that appropriate resources are always in place to successfully meet the requirements imposed by the company’s stated mission and goals.

Key accountabilities:

• Provide general clerical support and maintain database and filing system.
• Reviewing incoming correspondence, drafting responses on matters delegated or as directed by the GM or Manager.
• Answering and directing telephone calls, inquiries and personally attending to customers as appropriate
• Updating E/M documents master copies and ensuring that other operational documents are also updated
• Ensuring the upkeep and tidiness of the E/M office and ensure to maintain office discipline.
• To ensure efficient and cost effective use of resources and office stationery utilization for E&M section.
• To manage and ensure all complaints/faults are recorded and facilitated expeditiously and monthly analysis report on the status of complaints and response time for rectification is submitted.
• Process requisitions for items through the ACCPAC and follow up procurement for E/M Division.
• To organize and act as secretariat for E/M Meetings.
• To monitor and report on all absences for all E/M Staff and submit leave returns to the Human Resources section.
• Assist in preparation and final processing of confidential documents.
• Assist the Electrical & Mechanical Section on the documentation and monitoring of the compliance issues
• Direct and Facilitate passengers, Airport users and customers as and when required
• To carry out any other administrative task assigned by the Manager e/m Services from time to time
• To maintain confidentiality of information received in the work place
• To be knowledgeable of the Company policies & procedures
• To encourage and maintain high morale among colleagues by ensuring good communication of the company’s achievements and those of individuals.
• To take practical steps to ensure personal safety whilst at work, and to ensure that no personal action or inaction causes harm, to any other person.
• To carry out any other duties within scope of the position or related assigned by the department GM/Manager from time to time.

Qualifications, Professional Knowledge and Experience:

• Relevant Certificate or Diploma level qualification in Office Administration with 2 years of work experience.
• Demonstrated experience in an administrative role in a highly pressurized environment requiring tact, judgment and discretion in handling internal and external contacts
• Have experience in diary management/researching and booking of travel and accommodation
• Have experience of successfully working with senior management
• Must be proficient with IT applications, proficient in the use of Outlook and Intermediate level in the use of Word, Excel and PowerPoint

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