Admin Assistant
Dempsey Resource Management Inc.
CORE DUTIES (per KPI Scorecard — primary accountability)
A. Supply, Utilities and Office Upkeep
Office Supply Inventory & Ordering
Maintain par stock system for all office supplies; keep all items at or above par at all times
Conduct physical stock count on a fixed weekly schedule
Place the supply order before par level is reached, as per policy — never after stockout
Submit the corresponding payment request to Finance for the order
Maintain and post the par stock level list; update as consumption patterns change
Recurring Utility & Bills Payment Processing (per the Bills Matrix)
Maintain a recurring-bills calendar with submission triggers set 5 working days ahead of each due date
Verify billed amount against statement before submitting request; flag unusual spikes to GM/Finance
Confirm payment posting after Finance pays; retain proof of payment
Track all other recurring operational expenses (e.g. additional subscriptions) on the same schedule
Zero service interruptions from late submission
Office Upkeep Coordination
Coordinate building/office maintenance (aircon, plumbing, electrical) with building admin or vendor promptly
Monitor office equipment (printer, copier) for toner, paper, service needs — resolve before disruption
Log all maintenance requests with date raised / date resolved
B. Admin Task Quality
Maintain the Admin Assistant Task Tracker current at all times (an out-of-date tracker is itself a deduction)
Complete GM calendar-assigned tasks (target ≥95% completion, ≥95% on-time vs Scheduled End)
New-hire interview scheduling: schedule applicant interviews as per policy; keep scheduling records
C. People & Development
Zero unexcused absences/tardiness; follow Handbook notification procedure
Meeting scheduling & calendar management for the GM — correct date/time/attendees/venue or link, invites sent with notice, zero scheduling errors, no reminders needed
Maintain professional conduct with staff, visitors, and guests
D. Finance & Admin Compliance
File all documents (payment requests, minutes, correspondence, PRs, receipts) per Company filing convention — any document retrievable within 5 minutes
Manage petty cash: liquidate within prescribed period, complete/attached receipts, submit to Finance on time, zero discrepancies
Minute-taking for assigned meetings
ADDITIONAL ADMINISTRATIVE DUTIES
Perform other administrative duties as requested by the General Manager, Operations Manager, Asst. Manager Admin & HR / Treasury, Finance – Accounts Receivable, and the BD Admin Assistant
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