Administrative Assistant

DG Inspection Services Ltd. is seeking a reliable, detail-driven Administrative Assistant to support its executive office. Based in San Fernando, this full-time role involves document control, scheduling, invoice support, and direct reporting to the Executive Managing Director.

Job Title: Administrative Assistant
Location: San Fernando, Trinidad
Work Schedule: Monday to Friday | 9:00 AM – 5:00 PM
Employment Type: Full-Time
Reports To: Executive Managing Director
Dress Code: Business Casual or Company-Branded Attire

About the Company

DG Inspection Services Ltd. is a respected leader in the provision of inspection and training services throughout Trinidad. We deliver precision, professionalism, and operational integrity in every engagement. Our administrative team is the heartbeat of that delivery, ensuring records are maintained, processes flow, and deadlines are never missed.

About the Role

We are hiring a proactive and resourceful Administrative Assistant who will serve as the communication and coordination bridge between the executive office and field operations. This position plays a critical role in managing internal and external correspondence, tracking accounting documentation, and supporting the overall efficiency of our daily functions.

Key Responsibilities

Office & Document Control

• Maintain both digital and physical files in compliance with internal protocols and secure handling standards.
• Conduct calendar updates, scheduling adjustments, and general office administration.

Communication & Liaison

• Serve as the first point of contact for all incoming communications (calls, emails, walk-ins).
• Professionally relay information between directors, inspectors, and clients.

Finance-Related Duties

• Prepare and track invoices, assist with petty cash and logbook entries, and maintain up-to-date accounting records.
• Work closely with the Executive Managing Director to support internal financial documentation and audit readiness.

Scheduling & Operational Support

• Coordinate availability for inspections and client meetings.
• Liaise with field staff to ensure seamless reporting and timely submission of inspection documents.

Resource & Supplies Coordination

• Monitor and replenish administrative supplies to maintain business continuity.
• Ensure readiness of documentation templates and administrative tools.

Contingency & Continuity

• Support coordination efforts during unexpected interruptions to maintain communication and client confidence.

Qualifications & Experience

• Minimum: High School Diploma or equivalent.
• Preferred: Certificate or Diploma in Business Administration, Office Management, or a related field.
• 1–2 years of experience in administrative or clerical roles preferred.

Key Competencies

• Excellent verbal and written communication skills.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint).
• Skilled in using cloud-based drives, digital calendars, and secure platforms.
• Strong organizational abilities with a high level of attention to detail.
• Ability to manage confidential information with discretion and professionalism.
• Self-motivated and able to work both independently and collaboratively.
• Comfortable managing multiple responsibilities and deadlines under pressure.