Administrative Assistant

2 months ago

Sharjah, United Arab Emirates Multi Trade Limited FZC (MTL) Full time

**Job Title**: Administrative Assistant (Laboratory) - Master Batch

**Location**: Sharjah - Saif Zone

**Job Type**: Full-Time

**Reports To**: Laboratory Manager/Quality Control Manager

**Job Summary**:
**Key Responsibilities**:

- **Administrative Support**:

- Provide administrative support to the Laboratory Manager and laboratory staff, including managing schedules, organizing meetings, and preparing reports.
- Assist in the preparation and formatting of laboratory reports, test results, and other documentation.
- **Data Entry and Record Keeping**:

- Accurately input and maintain laboratory data in relevant systems, ensuring all records are up to date and easily accessible.
- Track and document test results, sample information, and laboratory activities, providing regular reports to the Laboratory Manager.
- Maintain accurate inventory records for laboratory supplies, chemicals, and reagents, coordinating with the procurement team as needed.
- **Coordination and Communication**:

- Act as a liaison between the laboratory and other departments, such as production, quality control, and procurement, to ensure smooth operations.
- Coordinate with sales team and suppliers, the developments/ analysis and samples for the purchase of laboratory supplies and equipment, and manage related invoices.
- Facilitate communication within the laboratory team by organizing meetings, distributing information, and following up on action items.
- **Document Management**:

- Create, format, and distribute laboratory-related documents, such as standard operating procedures (SOPs), safety protocols, and testing guidelines.
- Maintain organized digital and physical filing systems for easy retrieval of laboratory records and documentation.
- Assist in preparing reports and presentations for management meetings and audits.
- **Office Management**:

- Ensure the laboratory office is well-organized and stocked with necessary supplies, such as office materials and laboratory consumables.
- Manage timekeeping records for laboratory staff, coordinating with HR for payroll processing.
- **Support for Laboratory Operations**:

- Assist in the implementation of continuous improvement initiatives within the laboratory.
- Gather and analyze data related to laboratory efficiency, quality, and safety, providing insights and recommendations to the Laboratory Manager.
- Support training and development programs by coordinating schedules, materials, and attendance.
- **Compliance and Safety**:

- Ensure compliance with all relevant safety regulations and company policies within the laboratory.
- Assist in maintaining safety records, including chemical inventories and safety data sheets (SDS).
- Participate in safety audits and inspections, and assist in the implementation of corrective actions.

**Qualifications**:

- High school diploma or equivalent; associate degree or certification in office administration, laboratory technology, or a related field is preferred.
- 2+ years of experience in an administrative or office support role, preferably in a laboratory or manufacturing environment.
- Strong organizational skills with the ability to manage multiple tasks and priorities.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and experience with laboratory information management systems (LIMS) or similar software.
- Excellent communication skills, both written and verbal.
- Attention to detail and accuracy in data entry and record keeping.
- Ability to work independently and as part of a team in a fast-paced environment.
- Familiarity with basic laboratory practices and safety procedures is a plus.

**Working Conditions**:

- Work is performed in an office setting within a laboratory environment.
- May require occasional visits to the production floor or lab, which involves exposure to chemicals, equipment, and other laboratory materials.

Standard office hours with occasional overtime as needed.

**Experience**:

- administrative assistant: 1 year (required)

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