Admininstrative Assistant

Company: Super Feeds Mill Inc.

Duties and Responsibilities

1. Provide Administrative Support:
   
   
   
   • Assist the feed mill management team with day-to-day administrative tasks.
   
   
   • Act as the point of contact between management and internal/external stakeholders.
   
   
   • Coordinate and communicate effectively with different departments within the feed mill.
   
   
   • Coordinate with other departments to support sales initiatives, ensuring alignment with operational capabilities.
   
   
   
   


2. Document Management:
   
   
   
   • Organize and maintain physical and electronic records, documents, and files.
   
   
   • Implement and maintain efficient filing systems for easy retrieval of information.
   
   
   • Ensure confidentiality and security of sensitive information.
   
   
   
   


3. Appointment Scheduling and Meeting Coordination:
   
   
   
   • Schedule appointments and maintain calendars for the management team.
   
   
   • Coordinate and schedule meetings, including room reservations, video conferences, and catering if necessary.
   
   
   • Prepare meeting agendas and take minutes during meetings.
   
   
   
   


4. Data Entry and Record Maintenance:
   
   
   
   • Assist in data entry tasks to input and update information accurately.
   
   
   • Maintain databases and records, ensuring completeness and accuracy.
   
   
   • Generate reports and summaries as required by management.
   
   
   
   


5. Communication Handling:
   
   
   
   • Manage incoming calls and emails, providing timely and appropriate responses.
   
   
   • Direct inquiries to the relevant individuals or departments.
   
   
   • Draft and proofread correspondence, ensuring professionalism and accuracy.
   
   
   
   

        6. Safety Administration:

• Assist in the implementation and monitoring of safety protocols and procedures in compliance with industry regulations.


• Maintain and update safety records and documentation, including incident reports and safety audits.


• Coordinate safety training sessions and drills for employees, ensuring attendance records are tracked.


• Support the General Manager in developing and communicating safety policies and initiatives across the mill.

       7. Procurement Administration:

• Support the procurement process by assisting in the preparation and management of purchase orders and vendor contracts.


• Maintain accurate records of inventory levels, reorder points, and procurement schedules.


• Coordinate with suppliers to confirm order statuses and delivery schedules, resolving discrepancies as needed.


• Assist the Inventory & Logistics Manager in evaluating vendor performance and maintaining relationships to facilitate procurement activities.

Requirements

• Education and Proven Experience:
  
  
  
  • Secondary School Education
  
  
  • Previous experience as an administrative assistant or in a similar role.
  
  
  • Familiarity with the agricultural or feed mill industry is a plus.
  
  
  
  


• Technical Proficiency:
  
  
  
  • Proficient in using office software (e.g., Microsoft Office Suite) and communication tools.
  
  
  • Ability to adapt to new technologies and software used in the feed mill.
  
  
  
  


• Organizational Skills:
  
  
  
  • Excellent organizational and multitasking abilities to manage multiple priorities.
  
  
  • Strong attention to detail to ensure accuracy and thoroughness in all tasks.
  
  
  
  


• Problem-Solving Skills:
  
  
  
  • Demonstrated ability to identify and resolve issues efficiently.
  
  
  • Proactive in anticipating and addressing potential challenges.
  
  
  
  


• Communication Skills:
  
  
  
  • Strong verbal and written communication skills.
  
  
  • Ability to communicate effectively with diverse stakeholders.