Administrative Assistant (Office Administration)

The Administrative Assistant provides service and support to Administration to ensure the efficiency and effectiveness of the department’s operations and by extension achieve the goals of the company

Summary: 

The Administrative Assistant provides service and support to Administration to ensure the efficiency and effectiveness of the department’s operations and by extension achieve the goals of the company.

Key Duties & Responsibilities: 

Supports the Manager 

• Prepares and modifies documents including correspondence, reports, drafts, memos, presentations and emails
• Handles requests for information and data
• Prepares written responses to routine enquiries
• Performs general office duties
• Any other duties that may be required

Organizational Responsibility 

• Assists in monitoring stationery supplies, requisition depleted/depleting stock in a timely manner and ensure distribution of stationery supplies to the relevant departments.
• Liaises with TSTT and Digicel to put new staff on Corporate Plan and any issues regarding mobiles
• Assists in preparing purchase orders for requisitions as required.

• Responsible for the maintenance / upkeep of the Purchase Order, stationery, fixed assets and Administrative expenditure database including Microsoft Dynamics Software. 
• Responsible for monthly reports on Administrative Expenditure and Stationary Expenditure for each department.
• Contacts suppliers to obtain information on price, quality and delivery capabilities for goods and services
• Assists in purchasing on behalf of the organization
• Ensures a database and adequate stock of stationery is readily available.
• Ensures all stationery supplies are requisitioned in a timely manner
• Maintains electronic and hard copy filing system
• Prepares general clerical duties including photocopying, fax and mailing
• Files and retrieves corporate documents, records, and reports
• Ensures security and confidentiality of data
• Maintains a safe and secure working environment
• Resolves administrative problems and inquiries

Human Resources Responsibility

 Time and leave management – Assists in monitoring time and attendance and advise Human Resources of discrepancies for follow up.

• Assists in managing  the leave application filing system
• Maintains an efficient and harmonious working environment among employees, clients and managers.

Provide Receptionist Services 

• Answers, screens and transfers inbound phone calls
• Receives and direct visitors and clients
• Responsible for distributing letters and notices to customers and shareholders

Inventory Management 

• Maintains office supply inventories
• Record and supply the requests of the department’s office requisites

Safety Monitor

• Ensures the department is free of any hazards.

Project Management

• Required to assist in coordinating projects such as setting up special events, i.e. Sports Day, Christmas function, packaging of gift items given by the Company, or handling office moves.  

• Performs any other duties related to the job function as may be assigned