Administrative Assistant

Administrative Assistant

Objective: Supporting the sales, purchasing and administration efforts of the Company by ensuring continued and sustained customer satisfaction.

Key responsibilities:

• Greeting, assisting and ascertaining customer’s needs and presenting appropriate products and services;
• Recommend, select, and help customers obtain products/services based on specific needs;
• Answer questions regarding products and services; describe products and services and explain use, operation, and care, where necessary, to customers;
• Maintain knowledge of products and services, current sales and promotions, policies regarding payment and exchanges, and security practices;
• Picking/pulling appropriate products per customer request;
• Compute sales prices, total purchases, receive and process payment; Ensure that sales transactions are completed accurately; Maintain records of sales or other business transactions; Reconcile records of sales or other financial transactions;
• Assisting in purchases, where necessary;
• Exchange merchandise for customers and accept returns;
• Inventory: maintaining and updating records; counting materials, equipment, merchandise or supplies in stock; reporting discrepancies between physical counts and computer records; distributing or stocking merchandise; receive and inventory stock and other various tasks as assigned;
• Arrange and display products to promote sales;
• Data entry;
• Maintaining and filing records per the company’s filing system;
• Reporting (oral & written) on all aspects of job, as required;
• Package materials or products;
• Monitor work areas to provide security;
• Assist in arranging delivery of goods or services, where necessary;
• Maintain a clean, safe and orderly work area and comply with all safety and health policies and procedures; and
• Perform any other related functions consequential and incidental to the position and as directed. 

Work Activities

• Performing for or working directly with the public - performing for people or dealing directly with the public. This includes serving customers in stores, via telephone and email;
• Selling - encouraging purchases;
• Getting information - observing, receiving, and otherwise obtaining information from all relevant sources;
• Establishing and maintaining interpersonal relationships - developing constructive and cooperative working relationships with others, and maintaining them over time;
• Making decisions and solving Problems - analysing information and evaluating results to choose the best solution and solve problems;
• Identifying objects, actions, and events - -identifying information by categorizing, estimating, recognizing differences or similarities, and detecting changes in circumstances or events;
• Updating and using relevant knowledge - keeping up-to-date technically and applying new knowledge to your job;
• Working with computers - using computers and computer systems (including hardware and software) to program, set up functions, enter data, or process information;
• Resolving conflicts and negotiating with others - handling complaints, settling disputes, and resolving grievances and conflicts, or otherwise negotiating with others;
• Monitoring processes, materials, or surroundings - monitoring and reviewing information from materials, events, or the environment, to detect or assess problems; and
• Thinking creatively - developing, designing, or creating new applications, ideas, relationships, systems, or products, including artistic contributions.

Knowledge

• Customer and personal service - principles and processes for providing customer services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction;
• Sales and marketing - principles and methods for showing, promoting, and selling products and/or services. This includes marketing strategy and tactics, product demonstration, sales techniques, and sales control systems;
• Administrative and clerical - administrative, office and clerical procedures and systems such as managing files and records, note taking, designing forms and other office procedures;
• English Language - structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.;
• Mathematics - arithmetic and its applications; and
• Computers - computer operations and software, including, but not limited to Peachtree, electronic mail, and Microsoft Office suites).

Skills

• Active listening - giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times;
• Coordination - adjusting actions in relation to others' actions;
• Speaking - talking to others to convey information effectively;
• Time management - managing one's own time and the time of others;
• Critical thinking - using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems;
• Service orientation - actively looking for ways to help;
• Monitoring - monitoring/assessing performance of yourself, other individuals, or department, to make improvements or take corrective action;
• Writing - communicating effectively in writing as appropriate for the specific need;
• Active learning - understanding the implications of new information for both current and future problem-solving and decision-making;
• Reading comprehension - understanding written sentences and paragraphs in work-related documents; and
• Social perceptiveness - being aware of others' reactions and understanding why they react as they do.

Abilities

• Handling and moving objects - using hands and arms in handling, installing, positioning, and moving materials, and manipulating things;
• Performing general physical activities - performing physical activities that require considerable use of your arms and legs and moving your whole body, such as climbing, lifting, balancing, walking, stooping, and handling of materials;
• Getting information - observing, receiving, and otherwise obtaining information from all relevant sources;
• Communicating with manager and peers - providing information to supervisors, co-workers, and subordinates by telephone, in written form, e-mail, or in person;
• Processing information - compiling, coding, categorizing, calculating, tabulating, auditing, or verifying information or data;
• Identifying objects, actions, and events -identifying information by categorizing, estimating, recognizing differences or similarities, and detecting changes in circumstances or events;

• Organizing, planning, and prioritizing work - developing specific goals and plans to prioritize, organize, and accomplish your work;
• Oral expression - communicate information and ideas in speaking so others will understand;
• Oral comprehension - listen to and understand information and ideas presented through spoken words and sentences;
• Speech clarity - speak clearly so others can understand you;
• Speech recognition - identify and understand the speech of another person;
• Problem sensitivity and problem solving - tell when something is wrong or is likely to go wrong and resolve same;
• Written comprehension - read and understand information and ideas presented in writing; and
• Written expression - communicate information and ideas in writing so others will understand.

Work Styles

• Dependability - reliable, responsible, and dependable, and fulfilling obligations;
• Attention to detail - careful about detail and thorough in completing work tasks;
• Cooperation - pleasant with others on the job and displaying a good-natured, cooperative attitude;
• Integrity - honest and ethical; and
• Self-control - maintaining composure, keeping emotions in check, controlling anger, and avoiding aggressive behaviour, even in very difficult situations.

Qualification

• 3 CSEC passes, including English and Mathematics.
• At least one (1) year experience in same or similar work.
• Computer Literate