COMPANY Medical Marketing Company Limited
LOCATION
Port of Spain
JOB TITLE
Office Administrator
JOB PURPOSE/SUMMARY The Office Administrator is responsible for overseeing the daily administrative operations of the company. This includes managing customer service, banking, collections, vendor payments, regulatory compliance, facilities maintenance, and office coordination. The role requires strong organisational skills, attention to detail, and the ability to manage multiple tasks efficiently.
PRIMARY RESPONSIBILITIES:
FACILITIES & OFFICE OPERATIONS
Ensure all workstations, equipment, furniture, fixtures, and the vehicle fleet are in good working order and well maintained. Liaise with facility management and fleet vendors, including cleaning, security services, and repair/maintenance providers. Coordinate leave schedules and prepare attendance and punctuality reports. Manage office supplies, vendor relationships, and office-related procurement. COMMUNICATION & COORDINATION
Serve as the primary point of contact for internal and external stakeholders, ensuring smooth coordination and communication. Support management with administrative and financial reporting. Proactively identify and undertake additional administrative tasks and projects as needed to support the efficient functioning of the office, and complete management-assigned tasks in a timely and effective manner. ADMINISTRATIVE SUPPORT
Assist in securing and maintaining personnel files, property contracts, and company registration documents. Perform daily bookkeeping functions, including reviewing customer payments, collections, bank deposits, accounts receivable, accounts payable, and petty cash management. Ensure timely compliance with all applicable regulatory and statutory requirements and facilitate company applications or registrations with relevant stakeholders. Review financial reports and bank reconciliations to ensure accuracy and proper record-keeping. Prepare, administer, and manage the annual office and foreign travel budget. Ensure operational systems and controls are in place for financial reviews and timely reporting. Manages vendor payments through the various local and international institution REQUIREMENTS
Proven experience (typically 3-5 years) in an office administration role with increasing responsibility, preferably within a small to medium-sized enterprise. Demonstrated experience in managing financial administrative tasks, including processing payments, collections, basic bookkeeping, and budget management. Familiarity with regulatory and statutory compliance requirements in Trinidad and Tobago. Experience in managing vendor relationships and office procurement. Proficiency in using standard office software (e.g., Microsoft Office Suite: Word, Excel, Outlook, PowerPoint). Excellent written and verbal communication skills, with the ability to draft professional correspondence. Ability to multitask, prioritize workload, and meet deadlines. Strong organizational and time-management skills with a keen attention to detail and accuracy. Strong problem-solving skills and the ability to take initiative. A high level of professionalism and the ability to maintain confidentiality. Must be legally eligible to work in Trinidad and Tobago. Education:
An Associates degree in Business Administration or a related field is preferred. Consideration may be given to candidates relevant professional certifications combined with relevant experience. Skills:
Office Management: Proficient in maintaining organized office systems, managing supplies, coordinating maintenance, and ensuring a smooth operational environment.Communication (Written & Verbal): Ability to draft clear, concise, and professional internal and external communications. Excellent interpersonal skills for effective stakeholder management.Organization & Time Management: Exceptional ability to prioritize tasks, manage time effectively, and maintain accurate records.Attention to Detail: Meticulous in reviewing documents, processing information, and ensuring accuracy in all tasks.Problem-Solving: Ability to identify and resolve administrative and operational issues effectively.Interpersonal Skills: Ability to build and maintain positive working relationships with colleagues, customers, and vendors.Computer Literacy: Proficient in using word processing, spreadsheets, email, and potentially accounting software.Qualifications:
Possession of a valid driver's license and access to a reliable vehicle may be an asset. Any relevant certifications in office administration or related fields would be a plus.