Admin Executive

Device Registration Administration:

-Administer the registration process for calibration devices and equipment.

-Maintain accurate records of device registrations, including serial numbers, calibration dates, and associated documentation.

-Coordinate with clients to collect necessary information for device registration and ensure completeness and accuracy of data.

-Liaise with regulatory authorities or certification bodies as needed to facilitate device registration processes.

-Monitor expiration dates of device registrations and proactively initiate renewal processes to maintain compliance.

-Assist clients in resolving any issues related to device registration, such as updating information or addressing regulatory inquiries.

Office Administration:

-Oversee day-to-day office operations, ensuring smooth functioning.

-Manage office supplies, equipment, and facilities, ensuring availability and functionality.

-Coordinate with vendors for office maintenance and supplies procurement.

-Maintain a clean and organized office environment.

Documentation Management:

-Handle documentation related to calibration services, including certificates, reports, and client files.

-Ensure proper filing and organization of documents, both physical and digital.

-Implement document control procedures to maintain accuracy and confidentiality.

Client Communication:

-Serve as a point of contact for client inquiries, providing information about services, pricing, and scheduling.

-Coordinate with clients to schedule calibration appointments and manage service requests.

-Address client concerns and issues promptly, ensuring customer satisfaction.

Scheduling and Coordination:

-Schedule calibration appointments based on client requirements and technician availability.

-Coordinate with calibration technicians to ensure timely service delivery.

-Manage calendars and schedules for the administrative team and coordinate meetings and appointments.

Billing and Invoicing:

-Generate invoices for calibration services rendered to clients.

-Ensure accuracy in billing and follow up on outstanding payments.

-Coordinate with the finance department for invoice processing and reconciliation.

Quality Assurance:

-Support quality assurance efforts by maintaining compliance with relevant standards and regulations.

-Assist in maintaining calibration records and documentation required for audits.

-Participate in quality improvement initiatives to enhance operational efficiency.

Inventory Management:

-Monitor inventory levels of calibration equipment and supplies.

-Coordinate with procurement to replenish stock as needed.

-Conduct periodic inventory audits to ensure accuracy.

General Administrative Support:

-Provide administrative support to various departments as needed.

-Assist in preparing reports, presentations, and other administrative tasks.

-Handle incoming and outgoing correspondence, including mail and email.

Training and Development:

-Stay updated on industry trends, regulations, and best practices related to calibration services.

-Participate in training programs to enhance knowledge and skills relevant to the role.

-Share knowledge and provide training to new administrative staff members as necessary.