Position Description
We are seeking a proactive and detail‑oriented Administrative Assistant with experience supporting ISO 14001:2015 Environmental Management System (EMS) activities. The role combines general administration, office coordination, documentation control, vendor management, and compliance-related tasks under the ISO 14001 framework. The ideal candidate will support smooth office operations while ensuring proper maintenance of environmental documentation, records, and audit readiness.
Key Areas of Responsibilities
A. Administrative & Office Support
Manage daily office operations including filing, document control, and correspondence.
Coordinate meeting schedules, logistics, travel arrangements, and room bookings.
Maintain office supplies, pantry items, and ensure timely procurement.
Prepare reports, presentations, minutes of meetings, and administrative documents.
Assist in organizing internal events, celebrations, and awareness campaigns (including EMS events).
Raise purchase requests, collect quotations, and coordinate with finance for invoice processing.
B. Vendor & Facility Coordination
Coordinate with housekeeping, security, maintenance, and waste management vendors.
Track AMC renewals, service schedules, and vendor compliance documents.
Support facility upkeep, repair follow-ups, and safety checks.
C. ISO 14001:2015 – Environment Management System (EMS)
Maintain and update EMS documents, SOPs, forms, and records in line with document control procedures.
Coordinate internal and external environmental audits —scheduling, evidence collection, documentation, and follow-up.
Track nonconformities, corrective actions and ensure closure within timelines.
Maintain records for waste disposal.
Assist in preparing materials and documentation for Management Review Meetings.
Ensure that all environmental records are current, complete, and audit-ready.
Requirements
Bachelor’s degree in administration/commerce/science/Environment or any relevant field.
Minimum 5 years of experience in Administration, Facilities, or Environment, Health and Safety (EHS) support.
Familiarity with ISO 14001:2015 principles and documentation requirements.
Proficiency in MS Office (Excel, Word, PowerPoint, Outlook).
Good communication, coordination, and documentation skills.
Ability to work independently and manage multiple tasks.
Attention to detail and accuracy.
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