Job Description (Key Responsibilities):
- Office Administration Management: Manage daily office operations, filing systems, and general administrative tasks efficiently.
- Document Control Support: Maintain and organize controlled documents, calibration records, test reports, and training materials in compliance with ISO standards.
- Client Communication Handling: Respond to client inquiries via email, phone, and WhatsApp regarding services, quotations, and scheduling.
- Quotation & Invoice Preparation: Assist in preparing quotations, invoices, delivery orders, and related financial documents.
- Support Laboratory Operations: Coordinate with laboratory technicians for sample tracking, calibration scheduling, and report submission.
- Training Program Coordination: Assist in organizing training sessions, participant registration, attendance tracking, and certificate issuance.
- Data Entry & Record Keeping: Maintain accurate records of clients, equipment, calibration history, and training participants.
- ISO Documentation Support: Assist in maintaining compliance with ISO/IEC 17025 documentation and audit requirements.
- Supplier & Vendor Coordination: Liaise with suppliers for purchasing office and laboratory consumables.
- Meeting Arrangement & Minutes Writing: Schedule meetings, prepare agendas, and record meeting minutes when required.
- Report Preparation Support: Assist in preparing laboratory test reports, calibration certificates, and training summaries.
- Customer Database Management: Maintain updated CRM/customer database for marketing and service follow-ups.
- Marketing & Social Media Assistance: Support basic company marketing activities including job postings, promotions, and social media updates.
- Compliance & Audit Assistance: Support internal and external audits related to laboratory and training accreditation.
- General Office Support Tasks: Perform other administrative duties assigned by management to ensure smooth business operations.