Administrative Officer (Executive Office & HR)

Provide administrative support to the Administrative Assistant within the Executive Office and the HR Manager. The role is integral in ensuring that the offices of the CEO & CFO are adequately supported to achieve efficiency.

ESSENTIAL FUNCTIONS: 

1. Preparing correspondence (such as letters, documents, etc.) required by the CEO & CFO as directed by the Administrative Assistant. Such correspondence include letters for bank transactions, confirmation letters for the annual audit, etc.
2. Assist in coordinating the timely signing of internal documents by the CEO & CFO and retuning same to the specific Company Departments and Project Sites.
3. Maintain a current filing system for the CEO & CFO offices.
4. Maintaining stock for stationery and printing supplies including cheques and record all items issued.
5. Assist the Administrative Assistant to process the application for renewal of the Company’s registration with the PPC. (The Administrative Officer must ensure she has full knowledge of the requirements of the renewal process, the requisite documentation needed, the timely manner in which documents must be submitted and the need for proper follow-through.) 
6. Requesting Letter of Good Standing (valid for 12 months) and all other documents required from Companies Office of Jamaica.
7. Assist in completing documents/forms and compiling the related company information required by the Company’s bankers and arranging for relevant signatures and company’s seal to be affixed in a timely manner.
8. Assist with the processing request for bonds when needed for Tenders and Construction Loans. 
9. Assist in maintaining a schedule for Bonds in Force for submission to British Caribbean Insurance Company Ltd. (BCIC) quarterly and follow-up on those due to be released by the recipients.
10. Assist in addressing, follow through and reply to queries sent by BNS on their portal and send requests/issues for them to investigate and respond.
11. Assist in requesting and submitting to the Accounts Department monthly details for all charges on statement for the Company’s Credit Cards (US$ & JA$).
12. Tally and record costs of items issued to the Project Sites and prepare annual year end schedule for use by the Accounts Department.
13. Assist to process pick-up requests for Tara Courier Services (Online) and Fedex (via Phone). Print invoices from Fedex (Email) and Tara Courier Services (Portal) and attach detail for each transaction for submission to the Accounts Department.
14. Affix the Received Date Stamp on all incoming mails (and invoices) and distribute them to the relevant person/Department/Project Site. The same is done for all documents received from the Project Site Offices (such as, Subcontracts, Change Orders, Payment Certificates (including all attachments) Suppliers’ invoices) and passed on to the relevant Manager/s for approval.
15. Provide assistance relating to incoming invoices from Jamaica PreMix and Jamaica Aggregates, that is, prepare a list prior to distributing same to the Project Sites and forwarding said list to the Accounts Department at the end of each month.
16. Assist in monitoring the deliveries, collection and general duties of Company’s Bearer(s).
17. Assist to supervise the Company’s Office Attendant.

 HR Department

1. Assist to schedule meetings and job interviews with selected candidates.
2. Assist in the onboarding of new employees ensuring that they are successfully introduced and familiarized with the HR Policies and Procedures of the Company.  
3. Assist in organizing employee internal and external training and workshops.
4. Assist with the planning and execution of staff meetings and employee recreational activities and functions throughout the year. 

QUALIFICATIONS/SKILLS:

• Strong knowledge of IFRS accounting standards

• Possess excellent analytical skills
• Excellent and energetic team player
• Detail oriented, results driven, confident and forward-thinking individual
• Strong work ethics, organized, excellent leadership abilities combined with excellent written and oral communication

• Strong time management skills.
• Strong computer skills in Microsoft Office
• Flexible approach to working hours to ensure strict deadlines are met

 EDUCATION AND WORK EXPERIENCE:

• Bachelor’s Degree in Business Administration (or related business degree)
• At least five (5) years’ experience in administrative role

Qualified candidates should email applications by February 20, 2025

We thank all applicants but only short listed candidates will be contacted.

A subsidiary of: ICD Group Holdings Limited