Administrative Support Specialist

4 weeks ago

Chandigarh, Chandigarh, India Oceaneering Full time
Job Summary

We are seeking a highly skilled and organized Administrative Support Specialist to join our Engineering Department at Oceaneering. The successful candidate will provide administrative support to the team, ensuring the smooth operation of our daily, weekly, and monthly MIS, Billing, and Utilization reports.

Key Responsibilities
  • Provide support and maintenance to existing management information systems (MIS).
  • Create and update records and databases with personnel, financial, asset, contact list, and other data.
  • Prepare utilization reports and presentations, retrieve information when requested.
  • Schedule and coordinate meetings, interviews, events, and other similar activities.
  • Order, maintain, and distribute office stationery items.
  • Coordinate with various departments, such as Facility, IT, HR, as needed.
  • Manage inventory of computer hardware, printers, and other equipment.
  • Ensure operation of equipment by completing preventive maintenance requirements, calling for repairs, maintaining equipment inventories, and evaluating new equipment and techniques.
  • Maintain the Engineering library, distribute, and recover books.
  • Maintain supplies inventory by checking stock to determine inventory levels, anticipating needed supplies, placing and expediting orders, and verifying receipt of supplies.
  • Track calendars, appointments of management team members, and help with meeting set-ups.
  • Arrange all facilities and equipment required for various events, meetings, training sessions, and maintain assets in custody of the Engineering team.
  • Assist Engineering team members with making travel arrangements as needed.
  • Prepare expense reports for senior management personnel.
  • Create work instructions.
  • Review work performed by other team members.
  • Guide and mentor other team members.
  • Provide general support to visitors.
Requirements
  • Bachelor's degree in Science, Commerce, PGDCA, or BCA.
  • Minimum 4 years of experience as an Administrative Assistant.
  • Proficient in MS Office applications (Word, PowerPoint, Visio, etc.).
  • Expert knowledge of MS Excel, including formulas, special functions (Pivot table, Pivot chart, V-lookup, H-lookup, etc.).
  • Desirable: Knowledge of Power App, Power BI, and Power Automate.
  • Exemplary planning and time management skills.
  • Ability to multitask and prioritize daily workload.
Working Conditions

This position is considered OFFICE WORK, characterized as follows:

  • Almost exclusively indoors during the day and occasionally at night.
  • Occasional exposure to airborne dust in the workplace.
  • Work surface is stable (flat).
Physical Activity/Requirements

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

This position is considered LIGHT work.

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