Administrative Assistant

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Job Description

BNBM PNG Limited is a leading hardware and home improvement wholesaler and retailer in Papua New Guinea. Established in 1992, the company has grown significantly over the decades, becoming a trusted name in the construction and home improvement sectors. BNBM operates across multiple locations in PNG, offering a wide range of building materials and home furnishing products. Their product lineup includes cement and aggregates, roofing materials, plumbing supplies, furniture and home furnishings, tools and construction accessories.

The Office Administrator ensures smooth administrative processes, accurate documentation, and effective communication between departments, suppliers, and customers. Strong organizational skills and attention to detail are required, along with managing multiple priorities in a fast-paced environment. Reports to Supervisor/Country Manager

Outcomes

Organisational Stakeholders
1. Administrative Support
Provide consistent administrative and clerical support to the branch and management team. Maintain accurate and up-to-date filing systems, databases, and documentation. Draft correspondence, reports, and internal communications as required. Manage office supplies and ensure timely procurement and inventory control.
2. Communication and Coordination
Serve as a liaison between departments, suppliers, and customers to ensure effective communication and coordination. Answer and direct incoming calls and emails professionally, and follow up on inquiries promptly. Distribute internal notices, updates, and meeting schedules to relevant stakeholders.
3. Meeting and Event Support
Coordinate and facilitate internal meetings, training sessions, and company events. Prepare agendas, take minutes, and ensure timely follow-up on action items.
4. Payroll and HR Administration
Monitor and verify staff timesheets and payroll claims on a regular basis. Track staff leave applications and absences, ensuring compliance with company policies. Support onboarding processes for new employees, including documentation and orientation coordination.
5. Inventory and Operations Support
Assist with receiving and recording stock items in the appropriate systems. Support inventory reconciliation and documentation processes in collaboration with warehouse staff. Help maintain operational records and ensure timely submission of required reports.
6. Compliance and Process Improvement
Ensure administrative processes adhere to company policies and regulatory requirements. Assist in organizing internal audits and preparing supporting documentation. Contribute to the development and implementation of office procedures to improve efficiency.
7. Customer Service
Provide courteous and efficient service to walk-in customers and callers. Support the sales and warehouse teams by ensuring accurate documentation and timely communication.

Responsibilities - Critical Competencies

Competence	Description
Customer
Customer Commitment	Demonstrate a commitment to customer service - both internal and external customers.
Promotion	Promote the value of the products/services offered by the organisation.
Professional
Technology Application	Apply technology.

Qualifications

Qualification	Discipline	Notes
Desirable
Certificate	Administration, Finance, Sales/Marketing/Advertising
Preferred
Senior Secondary School - University Entrance	Accounting and Finance, Arts and Economics, Mathematics

Work Knowledge and Experience

1. Proven experience in an administrative or office support role, preferably in a retail or warehouse environment.
2. Strong organizational and multitasking abilities.
3. Excellent written and verbal communication skills.
4. Proficiency in Microsoft Office Suite and familiarity with inventory systems.
5. High attention to detail and ability to work independently.
6. Knowledge of payroll and HR processes is an advantage.

Requirements

Language Proficiency
Excellent command of English
Regulatory Compliance Requirements
Driver’s License

Interactions

Interaction	Comments
Internal
Country Manager
All employees
External
Suppliers
Head office
Customers

Attributes

Attribute	Definition
Behavioural Styles
Detail oriented	Attends to the small elements of a task/activity, ensuring completeness and accuracy.
Enthusiastic	Shows high levels of excitement and interest, and expresses positive feelings.
Integrity	Adherence to moral and ethical principles; soundness of moral character; honesty.
Interpersonal Styles
Objective	Impartial and honest in dealings with others, eliminating own feelings and view to reach a balanced judgement.
Perceptive	Shows keen insight and understanding of issues or situations.
Team Oriented	Enjoys being with others as part of a group or team.
Thinking Styles
Analytic	Able to separate things into their constituent elements in order to study or examine them, draw conclusions, or solve problems.
Numerate	Shows abilities in quantitative thought and expression.
Well organised	Controls tasks in a well thought out and critical manner.