Service Support Assistant (S/P & Logistics)<br/><br/>Function
Service Support Assistant (S/P & Logistics)
Reports to
Maintenance Manager
Direct Reports
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Job purpose statement
Provide comprehensive administrative and logistical support to ensure smooth and efficient operations at the site.
Coordinating with various stakeholders and maintaining essential documentation and supplies.
Scope
Covering site administration and logistics operations at the airport.
Interfacing with management, technical teams, vendors, and finance, while ensuring compliance with airport and organizational regulations.
Qualification and abilities
A bachelor's degree or equivalent with strong computer skills.
At least 2-3 years of relevant administrative or office management experience.
Excellent communication skills (in English and Arabic).
Experience handling multiple tasks in a high-performing environment.
MS Office skills (Word, Excel, PowerPoint).
Detail-oriented, self-starter, and proactive personality.
Must be punctual, dedicated, and responsible.
Decision-making ability.
Responsibilities
Provide administrative assistance to management.
Track, log, and up-keep of documentation, records of work visas, passports, and resident IDs.
Manage airport pass applications and renewals.
Manage vendor coordination for timely delivery of orders/supplies.
Collect POs, payment cheques, and deposit in the bank.
Collaborate with Finance for billing.
Prepare entry/exit gate passes.
Keep tracked records of work visas, passports, and resident IDs.
Maintain and control office supplies and stock levels.
Support meetings by noting records of minutes.
Support and maintain annual leave plan for employees.
Support Maintenance Manager with reports, presentations, filing, and organizing.
Coordinate with stakeholders at the airport.
Coordinate internal teams and external client meetings scheduling.
Coordinate with Maintenance Shift Leaders for data entries on Industry Safe and Maximo CMMS tools.
Coordinate with Maintenance Shift Leaders to track spare part management activities and inventory cycle count.
List of key activities
Administrative Support:
Managing and organizing office documents, files, and records.
Scheduling appointments, meetings, and events for the department.
Drafting and formatting correspondence, memos, and reports.
Maintaining office supplies and inventory.
Coordination with internal and external stakeholders.
Data Entry and Record-Keeping:
Entering data into databases or spreadsheets accurately and efficiently.
Updating and maintaining records of customer interactions, transactions, or other relevant information.
Generating reports or summaries based on collected data as needed.
Inventory Management Coordination:
Support Maintenance Shift Leaders to monitor inventory levels and ensuring stock availability to meet demand.
Support Maintenance Shift Leaders to Conduct regular stock audits and reconciling discrepancies.
Support Maintenance Shift Leaders to implement inventory control measures to minimize stockouts and overstock situations.
Coordination and Collaboration:
Coordinating activities and communication between different departments or teams.
Collaborating with colleagues to streamline processes, improve efficiency, or address customer needs.
Serving as a liaison between customers and internal departments to facilitate resolution of issues or requests.
Order Processing:
Processing RFQs for purchase orders accurately and efficiently.
Verifying order details, including product specifications, quantities, and delivery instructions.
Coordinating with internal teams to fulfil orders and ensure timely delivery.
Additional Tasks:
Performing other administrative or support tasks as assigned by the line manager.
Adapting to changing priorities or urgent requests as they arise.
Maintaining confidentiality and handling sensitive information with discretion.
Work pattern
Day Time
Differentiator
Strong administrative and coordination expertise.
Effective vendor management ensuring timely delivery of POs.
Comprehensive documentation management system.
Mid-level expertise of inventory management coordination.
Mid-level expertise in using Industry Safe and Maximo CMMS tools.
Proactive management of airport passes and work visas.<br/><br/>#J-18808-Ljbffr