Administrative Assistant

To assist in the general operations of the company and accounting department as required for the efficient operation of the organization.

Duties and Responsibilities

• Support Finance Department by preparing requests for bank drafts, wire transfers and other relevant bank letters and also assist with sourcing Forex as necessary
• Process online statutory payments
• Update Foreign Payment Register when payments are processed
• Prepare correspondence including; letters, memos, notices, minutes of meetings and other documentation as required
• Make travel arrangements and hotel bookings on behalf of Executives for overseas travel if requested
• Manage and maintain company documents (electronic and hard copy), Company Agreements, Contracts, Legal Files etc.
• Maintain company vehicle documents and administer paperwork for sale and purchase of company vehicles
• Coordinate daily deliveries with courier and sales/delivery team as necessary
• Prepare and collate Tenders, Pre-qualifications, Vendor Registrations and similar documents in keeping deadlines
• Ensure proper upkeep of main office equipment (e.g. reporting issues with fax machine, photocopiers)
• Maintain company compliance certifications e.g. NIB, BIR, Incorporation documents
• Maintain inventory and replenish orders for cartridges, toners and machine consumables
• Distribute incoming mail to relevant department/employee on a daily basis
• Keep abreast of company subscription renewals e.g. T&T Chamber, Chaguanas Chamber, TTMA etc. and refer for payment
• Assist with vehicle changes and update vehicle mileage log as appropriate
• Lend assistance to companies under the Skillco Holdings group as necessary
• Support salesmen with preparation of purchase orders for vehicle repairs and service
• Assist with coordinating of Company Events
• Digitize and maintain electronic filing system for company documents
• Preparation/proofing of Annual Return Form 28 for all companies under the Skillco Holdings group.
• Preparation, changes for other Beneficial Ownership Forms:
  • Declaration of Non-Beneficial Ownership – Form 41
  • Declaration of Beneficial Ownership – Form 42
  • Declaration by Shareholder/Former Shareholder of Change in Beneficial Interest in the Shares of a Company – Form 43
  • Declaration by Beneficial Owner/Former Beneficial Owner of Change in Beneficial Interest in the Shares of a Company – Form 44
  • Return of Beneficial Interest in the Shares of a Company – Form 45
  • Return of Issuance or Transfer of Shares – Form 46
  • Preparation of applications and supporting documents for the annual renewal of insurance licenses with Central Bank of Trinidad and Tobago (CBTT)
    • Guardian General Insurance Limited (GGIL) – Renewal of Agency and Agents General Licenses
    • Guardian Life of the Caribbean Limited (GLOC) - Renewal of Agency and Agents General Licenses
    • Preparation/ proofing of any other statutory documents filed with the Company Registry.
    • File management of all the above documents.
    • Notify executive team of the status and completion of any filings.
    • Preparation of YOOZ remittance reports and invoices for payment
    • Assist Accountant with audit documents for the group of companies.
    • Minutes preparation for Management meeting

• Manage and coordinate booking of Board Room
• Any other job-related duties assigned by the Executive Team, Chief Operating Officer and/or Accountant

 Knowledge, Skills and Abilities

• Communication and interpersonal skills
• Computer literate in Microsoft Office applications
• Ability to establish priorities, work independently and proceed with objectives with minimal supervision.

 Qualifications and Experience

• A Bachelor's Degree in Business Administration or related field of study
• At least three (3) years’ relevant experience in an Administrative environment

 Special Requirements

• Willing to work overtime and weekends if required.