Administrative Assistant – JAT

About the role

The Administrative Assistant – JAT will support the Terminal Superintendent in ensuring smooth and safe terminal operations. This role involves preparing routine reports, managing communications, and maintaining accurate records in line with HSE standards and company policies.

Key responsibilities

• Prepare daily tanker statements, bunker reports and road delivery reports for the line manager.
• Handle incoming telephone calls and direct them to the appropriate personnel.
• Organise and maintain physical and electronic filing systems, ensuring compliance with record‑keeping policies.
• Liaise with local authorities and oil terminals to obtain port passes and permits.
• Coordinate emergency response activities, including weekly fire alarm tests.
• Monitor employee attendance, prepare shift rosters, attendance reports and leave programmes.
• Track outsourced staff timesheets, produce monthly man‑hour reports and verify service provider invoices.
• Manage pantry and stationery inventory and arrange emergency purchases when needed.
• Create internal and purchase requisitions, review vendor invoices and follow up on payments.
• Collaborate with HR, Finance and Procurement for external communications.

Required profile

• Bachelor’s degree in Business Administration or a related field.
• Experience in clerical or administrative support within an industrial or terminal environment.
• Strong organisational skills and attention to detail.
• Ability to work under HSE standards and follow company procedures.
• Good communication skills for liaising with authorities, vendors and internal teams.

Required skills