Administrative Assistant
Hinds Transport
- Christ Church / St. Michael / Bridgetown
- Not disclosed
- Permanent full-time
- Updated 10/11/2023
- Human Resources
We are seeking an organized and efficient Administrative Assistant to join our team. As the first point of contact for our office, you will play a crucial role in maintaining a smooth workflow, handling day-to-day administrative tasks, and providing essential support to our team and clients.
Hinds Transport Services Ltd
About us: Hinds Transport Services Ltd was founded by Harold Arthur Hinds in 1957 and began its journey with a 1947 Austin truck dedicated to transporting sugar cane and various goods across Barbados. Over the years, we've expanded and gained international recognition, notably receiving the prestigious International Transport Award in 1998. Our core mission is to provide top-tier transport and lifting solutions, with a strong focus on safety and environmental responsibility. Going forward, our vision involves diversifying our business activities and forging new paths for growth, all while maintaining a continuous commitment to attracting the best talent to drive our ongoing success.
Job Title: Administrative Assistant
Job Description:
We are seeking an organized and efficient Administrative Assistant to join our team. As the first point of contact for our office, you will play a crucial role in maintaining a smooth workflow, handling day-to-day administrative tasks, and providing essential support to our team and clients. If you're detail-oriented, a skilled multitasker, and thrive in a fast-paced environment, we encourage you to apply for this position.
Responsibilities:
Process weekly payroll and post-payroll related entries in the accounting system.
Maintain customer and vendor profiles.
Maintain and organize financial records and personnel information to ensure security and confidentiality.
Process Accounts Receivable transactions in accounting system—pledges and receipts.
Ensure proper approvals have been obtained for all cash disbursements.
Process Accounts Payable transactions in the accounting system—invoices and payments.
Reconcile and process employee expense reimbursements and ensure that proper approvals have been obtained.
Maintain and organize employees’ profiles both digitally and physically.
Produce monthly profit and loss statements for program managers.
Assist in the month-end, quarter-end, and year-end closing process, including posting various entries in the accounting system under the guidance of a third-party accountant.
Assist in annual budget and financial audit processes.
Assist in grant tracking and closing process.
Other ad hoc analysis directed by management.
Oversee the smooth operations of all HTS’ office/administrative functions, including building maintenance and cleaning schedule, security and phone system, staff and visitor parking, furniture/equipment inventory and ordering, equipment management and maintenance, supply inventory and ordering, and general office procedures manual.
Collaborate with the administrative director to ensure the implementation of all human resource policies and procedures, including recruitment, hiring, on-boarding, benefits, and ending employment.
Establish and maintain effective filing systems (both digital and physical).
Provide logistics support for meetings and events.
Requirements:
Payroll processing experience (minimum 1 year).
Proficient in using accounting software (QuickBooks, Zoho Books, Xero, etc.)
Proficient use of Google Workspace or Microsoft Office products, including calendar, documents, and spreadsheets.
Effective communications skills (oral and written) in English.
Strong organizational skills.
Ability to learn quickly and work effectively in a fast-paced environment with changing priorities, while maintaining professionalism and strong rapport with team members.
Consistently maintains a professional demeanor, appearance, and work environment.
Demonstrated commitment to and experience with justice, equity, diversity, and inclusion policies and practices and employment of these values.
Comfortable with self-reflection, willing to learn, and capable of working through conflict honestly and openly.
Demonstrated track record of working well in a diverse team environment.
Two to five years of progressive experience and responsibility in a bookkeeping and administration position.