Administrative Assistant

Administrative Assistant

Salary: $4,500.00 to $5,500.00

Administrative Assistant

Position Summary

The Administrative Assistant effectively and efficiently

facilitates the operations of the assigned department by

performing a variety of clerical and administrative tasks.

 

Position Administrative Assistant

Responsibilities

1. Answering all incoming phone calls, screening directing to the relevant personnel and taking accurate messages as necessary.

2. Sourcing of products and services from suppliers for approval, which provide the most value for money.

3. Maintaining stock of office supplies and equipment such as stationery and kitchen items. 4. Preparing local/ foreign purchase orders to be approved by the account’s supervisor and

forward to the supplier, no later than 1 day after the receipt of the inventory requisition form from the stores department and ensuring that all goods/services are received by the required time.

5. Data entry of documents into the Peachtree and QuickBooks accounting software and central databases.

6. Filing, copying, binding, scanning of documents. 7. Submission of supplier invoices for weekly payment approvals no later than two weeks

after the due dates. 8. Preparation of cheque and cash payments. 9. Accurately enter all supplier cash, cheque and credit card payments no later than the end of

the working day following the signing and approval of the payments by management, ensuring the correct cash account is used, the correct reference information is logged, and the correct payment type is selected when applying payments.

10. Contacting suppliers via email or phone, advising them of payment submissions via online and any available payments and ensure all cheque payments are logged into the “cheque distribution book” accurately, no later than the end of the working day following the entry of all payments into the accounting software.

11. Request statements from suppliers and reconciliation of supplier accounts as needed.

12. Logging of all credit card expenses and ensuring that it’s logged into the correct expense

accounts.

13. Circulation of meeting agendas and recording and circulation of meeting minutes in a timely

manner.

14. Maintaining company utility accounts and ensuring all bills are printed and submitted for

payments before the due dates.

15. Managing all staff leave and ensuring that all HR folders are updated on time.

16. Advising all staff of upcoming staff absences via outlook calendar notifications.

17. Assisting in the recruitment process.

18. Assist with the preparation of letters and memos to staff.

19. Assist with the planning and organization of events and staff gatherings/ training sessions.

20. Assist with the completion of team projects and assignments.

21. Submission of all reports before the stipulated deadline dates.

22. Any other duty that relates to providing administrative support to the company.

➔ Daily Reports - to be submitted no later than 3:30pm each day. ❖ Daily Action item report – Tasks completed and follow up tasks.

➔ Weekly Reports - To be submitted no later than 4pm Friday each week. ❖ Aged Payables- Report on the total payables, filtered by number of days outstanding, where

the oldest invoices are prioritized. ❖ Pending Purchases – Report on all orders that are pending arrival and any supplier delays. ❖ Staff Absences – Report on any upcoming staff absences to all members of staff.

Organizational Skills

1. Ability to organize and prioritize a busy workload to ensure targets are achieved.

2. Excellent attention to detail and a very high

standard of accuracy when processing

receipts and reconciling ledger accounts.

3. The ability to communicate and present

information effectively with all levels of internal

and external customers verbally and in writing.

4. Ability to multitask and work under pressure to

meet tight deadlines.

5. Ability to build customer relationships.

6. Flexible and adaptable, responsive and

positive work attitude

7. Ability to maintain HIGH levels of

confidentiality and professionalism

 

Qualifications

● Minimum 5 CXC O’level passes (inclusive of Mathematics and English)

● 1-2 years’ experience in a similar position

● Certification in the required field

Specific Knowledge

• Working knowledge of accounting software

(Quickbooks, Peachtree, Sage)

• Strong working knowledge and proficiency in

Microsoft Office (Excel, Word & Outlook)

General Industry Knowledge ● Basic knowledge of Janitorial and Facilities

management practices

Department Administration

 

External Relations with: ● Accounting Officers, Management & Staff at customer/supplier accounts

Work day:

Daily from 7.30am to 4.30pm. One Saturday is required for training. Work schedule is subject to company's needs.

Required Tools

● Desktop computer

● PBX Telephone System

● Mobile phone

● Printer

● Scanner

● Calculator

● Peachtree software

● Quickbooks software

● Microsoft Office Suite

● Email access

Flexible Schedule & Travel

● His/ Her work schedule will be subject to the

requirements of the job.

● In addition to normal workdays, some evenings

and weekends are required

Training Required

● Company Policies, Procedures & Practices

● Product Knowledge & Information

● Records Management and filing practices.

● Service and contract processes

Key Results & Deliverables (What does Success look like)

● 100% Accuracy in data entry.

● All documents filed and easily accessible.

● All products and services are ordered on time and

received as per requirements.

● All supplier invoices are paid no later than two

weeks following the due dates and no accounts

are disconnected or placed on hold due to

negligence.

● Products and services sourced are of high quality

and value for money.

● All events are well organized and successful.

Other

As the company grows there will be a need to expand the scope of responsibility to new areas and duties to meet the needs of both the customer and the company.