Office Administrator - Jamaica

Join Sygnus Capital as an Office Administrator to oversee operations, support executives, and ensure efficiency. Uphold our commitment to excellence through innovation, independence, and integrity. Ideal candidates have strong administrative and organizational skills.

Office Administrator

Overview:

As an Office Administrator at Sygnus Capital Limited, you will play a pivotal role in ensuring the smooth operation of our office environment. Your responsibilities will include maintaining a professional atmosphere, managing administrative tasks, supporting executives, and facilitating seamless office operations. 

You will be required to deliver at all times on the Sygnus brand promise to be best in class in service through innovation, independence, and integrity. Ultimately, an outstanding Office Administrator should be detail-oriented and able to demonstrate excellent administrative and organizational skills. 

Key Responsibilities:

• Lead and manage strategic administrative projects from inception to completion, ensuring timely and accurate execution.
• Take initiative to identify and resolve complex operational and administrative issues, implementing effective, scalable solutions independently.
• Provide comprehensive administrative assistance, including drafting and editing high-level emails, presentations, reports, and communications on behalf of executives.
• Oversee and manage executives’ email accounts, ensuring important messages are prioritized and responded to promptly.
• Develop and maintain administrative systems and processes to enhance productivity and operational efficiency.
• Effectively manage executives’ schedules, and deadlines, and follow up on information due from other Units/Executives with accuracy.
• Oversee day-to-day facilities operations, such as opening and closing the office, managing backup keys, and controlling building access cards to ensure security and efficiency.
• Oversee and manage office inventory, including tracking stock levels, ordering supplies, and maintaining accurate records and ensuring timely replenishment of office supplies.
• Effectively manage petty cash to support operational needs and liaise with Finance to complete vendor payments. 
• Manage and support office technology, devices and systems and coordinate with IT for prompt troubleshooting and issue resolution.
• Strategically manage relationships with vendors and service providers to ensure seamless and uninterrupted office operations.
• Ensure the reception area provides excellent visitor support and maintains effective telephone, mail, and email communications.
• Proactively address client/visitor challenges by independently identifying solutions or collaborating with team members for swift resolutions through effective communication.
• Organize and schedule meetings, book and prepare meeting rooms, ensuring all necessary materials, equipment, and refreshments are available and set up in advance.
• Lead the planning and coordination of travel arrangements for executives, including booking flights, accommodations, ground transportation and managing travel expense reports.

Relevant Skills, Knowledge and Experience:

• Diploma/Associate/Bachelor degree in Administrative Management/Management Studies/Business Administration or a related field preferred.
• Minimum 5 years of administrative experience, ideally in financial services.
• Strong ability to work independently and collaboratively, with excellent knowledge of office procedures.
• Project management experience would be an asset.
• Tech-savvy with proficiency in office management systems, ERPs, MS Office, online calendars, and cloud platforms.
• Maintains confidentiality, with strong communication and collaborative skills.
• Demonstrates sound judgment, analytical thinking, and adapts well to changing environments without compromising outcomes.

About Sygnus:

The deadline for submission of applications is 14 July 2024. Only shortlisted applicants will be contacted. To learn more about Sygnus visit https://sygnusgroup.com/.