Office Administrator

JOB TITLE - Office Administrator LOCATION - San Fernando MONTHLY SALARY - $ 8,500.00 LINE MANAGER - Secretary - PML STATUS - One (1) year Contract (renewable) POSITION SUMMARY

DUTIES & RESPONSIBILITIES
􀁸 Processing payments and intercompany transfers for goods and services
􀁸 Preparing cheques for payment of invoices and statutory deductions.
􀁸 Compiling all accounts transactions with supporting documents and forwarding to the Finance Manager monthly.
􀁸 Sending letters of Notice of Change of Directors to Bankers and other affiliates.
􀁸 Processing the Change of Signatories on all Accounts (RBC/JMMB Bank, UTC, Insures, Brokers, etc).
􀁸 Preparing and sending requests for cheque and deposit books to bankers.
􀁸 Requesting, collecting and filing of monthly Bank Statements and other Statements of Account.
􀁸 Liaising with the Finance Manager to provide documents required for preparing Monthly and Annual Financials
􀁸 Preparation of the engagement letters and other correspondence to commence the Annual Financial Audit and liaising with the auditors to provide documents as requested.
􀁸 Preparing and submitting monthly invoices for the collection of rental fees for Property at Dundonald Street to TTEC and the rental of Company Vehicles to PSCU.
􀁸 Preparing required documents for opening investment accounts and conducting transactions. (Bourse Securities).
􀁸 Petty Cash Management & Reconciliation.
􀁸 Preparing and sending out appointment notices for vehicle servicing/maintenance.
􀁸 Monitoring Insurance renewals for company vehicles and distribution of new policies to vehicles at PSCU Port of Spain, San Fernando and Tobago branches.
􀁸 Scheduling vehicle repairs and inspections as required.
􀁸 Procurement of service providers: preparing and issuing requests for quotations, letters of award and service contracts.
􀁸 Overseeing and processing relevant documents for the purchase, sale and disposal of assets.
􀁸 Scheduling and attending monthly Board Meetings, Annual General Meetings and Special General Meetings.
􀁸 Preparing and circulating board meeting packages.
􀁸 Reservations for catering, venue, travel accommodations. etc.
􀁸 Registration for training sessions and other events.
􀁸 Receiving and preparing a log of all incoming correspondence and forwarding same 
􀁸 Records management: filing of incoming and outgoing correspondence and other documents.
􀁸 Circulation of meeting minutes, board of directors, Resolutions etc.
􀁸 Drafting letters, compiling Information for monthly and annual reports.
􀁸 Procurement of office stationary, company letterheads, etc.
N.B. This job description is intended to provide a general overview of the responsibilities and qualifications for this position and is not an exhaustive list of duties. Management may revise or change job duties as needed to meet organizational goals.

MINIMUM EDUCATION & TRAINING
􀁸 Associate degree or Advanced Diploma in Management, Business Administration, or a related field. MINIMUM KNOWLEDGE & EXPERIENCE
􀁸 Three (3 to Five (5) years of experience in a similar capacity, preferably in the financial services sector;
􀁸 Previous experience working with a Board of Directors would be considered an asset;
􀁸 Ability to take minutes and prepare Board notes;
􀁸 Basic accounting knowledge;
􀁸 Proficiency in Peachtree and Microsoft Office.
􀁸 Any suitable combination of training and experience.

The PML thanks you for your expression of interest, however, unsuitable applications would not be acknowledged.