Administrative Assistant

The incumbent will be required to provide confidential administrative support to the Divisional Manager and other members of the Food and Grocery team

A.S. Bryden & Sons (Trinidad) Limited

We are seeking to recruit a suitable candidate for the following position in the Food and Grocery Division:

ADMINISTRATIVE ASSISTANT

Major Responsibilities & Accountabilities:

• Performing word processing functions for the Department, which includes the formatting and dispatch of all official documents and correspondence for the Division
• Document coordination for the F&G Team as required, including:
• Maintaining an effective filing system
• Opening, attending to and dispatching of mail
• Scanning printed documents as required
• Preparing of Purchase Orders for Departmental needs
• Administration over projects, including sourcing quotations, evaluating options, tracking progress and ensuring timely completion
• Scheduling of meetings, appointments, foreign travel arrangements and site visits for Managers
• Preparing and timely issuing of reports as required.
• Providing support to the Sales & Marketing teams where necessary, following up on customer queries, orders etc.
• Following up on matters impacting on the Division’s operations
• Preparing commissions for the Sales teams
• Setting up pricing in the system for the Sales teams
• Preparing Deal Sheets, Sale Sheets and Price Listing for Sales Teams
• Managing Food Meeting Room
• Managing Vacation/Sick/Other Time Sheets for F&G Division
• Filing costings of all new orders received
• Project team member for F&G Division i.e. organizing departmental functions as required
• Assisting with Customer Complaints
• Coordinating the Company’s Donation Distribution

Knowledge & Experience:

• A minimum of five (5) CXC passes which must include English and Mathematics
• Completion of the Administrative Professional Secretary’s course or other similar Post-Secondary qualification
• A minimum of three (3) years in a similar capacity
• Proficient in Microsoft Office applications

Key Competencies:

• Excellent interpersonal skills
• Strong communication skills both verbal and written, with the ability to communicate with all levels of staff in the organization
• Excellent organizing and co-coordinating skills
• Excellent typing and word processing skills
• Adept at creating and formatting forms for use by the Department
• Strong problem-solving skills