ADMINISTRATIVE/HUMAN RESOURCE ASSISTANT JOB SUMMARY The job incumbent will assist to execute all administrative tasks to the highest quality standards, by assisting in the coordination of such activities of A.V. Knowles (International) Limited (hereinafter referred to as “the Company”). The job incumbent will greet callers on the telephone, answer/assist to deal with enquiries on the phone, supply information regarding the Company to the general public, Clients and Customers, and other transactional duties in support of the Company’s Human Resource and Administrative initiatives. The position holder takes guidance from the Operations Manager and Assistant Manager, Corporate Service (on Human Resource matters) and performs a range of transactional duties to facilitate the effective and efficient day-to-day operations of the Company. MAIN RESPONSIBILITIES This job provides administrative support across the Company. In this regard, the individual must perform the following duties: Administration: - Answering, screening, and directing all incoming calls.
- Attending to visitors by greeting, welcoming, directing and announcing them appropriately, and providing general information.
- Providing general information to Customers/Clients from the Company’s internal database.
- Attending to Company mail:
- Receiving, sorting, stamping, and disseminating all incoming mail
- Folding, sticking, and affixing stamps to outgoing mail
- Preparing and disseminating various Reports as and when required.
- Providing general administrative and clerical support by:
- Updating internal Company/Departmental Listings.
- Serving as a recording secretary at departmental meetings by taking minutes which accurately reflect major actions and decisions taken.
- Drafting, copying, binding, scanning documents, and emailing correspondence.
- Attending to and following up with Suppliers/Providers in support of the Company’s procurement activities.
- Assisting to monitor, maintain and issue an adequate Stationery and a Hot and Cold amenity supply for the Company.
- Liaising with the respective personnel to facilitate timely and effective maintenance of the building, office equipment, etc.
- Create and maintain an appropriate filing system for all administrative/Company documents.
- Performing operational requirements by scheduling and assigning administrative projects and expediting work results.
- Making travel arrangements as and when required, inclusive of booking flights and hotel, making reservations, renting vehicles, etc.
- Perform other duties that may be assigned.
Human Resources: - Provides support with recruitment and selection activities including vacancy advertising, screening applications, scheduling interviews, completing reference checks, scheduling pre-employment medicals and testing, on-boarding etc.
- Assisting in the execution of the Company’s Leave Management activities.
- Performs general HR administrative duties inclusive of job letters and other correspondences requested including memos, notices, offer letters, confirmation letters etc.
- Supports the Operations Manager, AMCS and the HROs with collating, documenting headcount reconciliation, payroll variance analysis and the tracking of all payroll-impacting manpower changes on a monthly basis
- Ensuring all employees use and update the Human Resources Information System (HRIS) – Orange with regards to employee information, leave of absence, work from home etc.
- Assists with the organization, coordination and delivery of employee engagement, performance management and training and development.
- Assists with employee relations matters as required
- Prepares monthly and ad hoc reports for assigned HR areas in accordance with departmental KPIs
- Maintain a digital and manual filing system to ensure documents and information are retained and easy to locate.
- Continuously seek to improve ways of working, challenge current practices and share ideas and observations as appropriate.
- Work closely with the AMCS, the HROs and employees to improve work relationships, build morale, increase productivity and retention.
- Keep up to date with latest HR trends and best practices in Barbados
EDUCATION AND CERTIFICATION - Associate Degree in Business Management, Human Resource or a related discipline from a recognized, accredited institution
- Certificate in Customer Service/Business Administration/Human Resource Management would be considered an asset
- Sound knowledge of modern office management practices
EXPERIENCE - A minimum of two (2) years’ experience in a similar position
- Proven experience and proficiency in Microsoft Office applications with particular emphasis on Word, Excel, Power Point & Outlook
- Excellent oral and written communication skill
SKILLS, ATTITUDE AND BEHAVIORAL COMPETENCIES - Excellent telephone and office etiquette
- Strong interpersonal skills
- High levels of confidentiality and integrity
- Excellent organizational and time management skills
- Strong ability to work independently and as part of a team
- Good problem-solving skills
- Strong customer service orientation
- Proactive
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