Administrative Assistant

Administrative Assistant

JOB DESCRIPTION
JOB TITLE: ADMINISTRATIVE ASSISTANT
SALARY: $3,600.00 - 5,250.00
CONTRACT PERIOD: 4 & 1/2 MONTHS
LOCATION: POINT FORTIN
COMPANY: LOAN FOR ENTERPRISE AND NETWORK DEVELOPMENT
REPORTS TO: AGENCY GENERAL MANAGER

JOB PURPOSE
The Administrative Officer is responsible for ensuring the smooth day-to-day operations of the organisation by managing client interactions, processing routine administrative transactions, maintaining accurate records, and coordinating essential support functions. The incumbent will play a critical role in customer service, document management, and the efficient functioning of administrative systems. The position provides support to financial operations, ensuring effective administration and operational efficiency.

PRINCIPAL ACCOUNTABILITIES

1. Deliver professional front-line service to clients and ensure timely response to queries.
2. Manage and record all incoming receipts and payments, and ensure proper documentation is maintained.
3. Oversee administrative functions, including requisitions, filing, leave management, contract renewals, and insurance records.
4. Coordinate operational logistics such as vehicle maintenance, office supplies, and team activity arrangements.
5. Support the AGM and Accountant with data collation and timely submission of administrative reports.
6. Liaise with external agencies (banks, suppliers, Credit Chex/TransUnion) on administrative matters.
7. Perform other related duties as assigned by the AGM.

DUTIES AND RESPONSIBILITIES

1. Attend to walk-in clients courteously; process payments (e.g., Linx) and issue receipts.
2. Respond to customer queries within 24 hours, in collaboration with the business development officers and the accountant, where appropriate.
3. Enter client payments daily and ensure closed loans are recorded accurately.
4. Collect deposit slips from the bank and provide weekly updates of balances.
5. Generate and process ACH transactions/payments twice monthly.
6. Prepare requisitions for kitchen, stationery, and other office items.
7. Coordinate vehicle maintenance quarterly and facilitate annual insurance renewals.
8. Maintain an administrative contract log to ensure timely renewals.
9. File all administrative, personnel, and financial support documents within 48 hours of receipt.
10. Maintain and update staff vacation and sick leave databases.
11. Provide administrative support for management reports, ensuring timeliness and accuracy.
12. Liaise with credit bureaus and external agencies for administrative follow-ups.
13. Assist with team projects and Directors’ arrangements as required.

Operating Environment
The incumbent operates in a client-facing, multi-tasking role requiring strong organisational skills and discretion. The role involves balancing routine administrative tasks with support for financial and management reporting.

Framework and Boundaries
The jobholder is guided by LEND’s operational policies, statutory requirements, and administrative protocols. The role does not extend to the preparation of financial statements, audits, or accounting analysis, which remain the responsibility of the Accountant.

RELATIONSHIPS
SUBORDINATES: None
SUPERIOR: Agency General Manager

WITH OTHER CONTACT(S):
Within the Company:
Business Development Officers, Senior Business Development Officer, Accountant, and Security.

Outside the Company:
Clients, banks, Credit bureaux, suppliers, and Insurance providers.

COMPETENCIES

1. Strong customer service orientation.
2. Excellent organisational and time management skills.
3. Proficiency in filing systems and record management.
4. Ability to use accounting/loan management software (CUMME preferred).
5. Accuracy and attention to detail in data entry and reporting.
6. Effective written and verbal communication skills.
7. Ability to work independently and handle multiple tasks.
8. Integrity, confidentiality, and professionalism.
9. Proficiency in Microsoft Office Suite.

QUALIFICATION AND EXPERIENCE

1. Minimum of five (5) CXC/GCE O’ Level passes including Mathematics and English.
2. At least three (3) years’ administrative experience, preferably in a financial or client-facing environment.
3. Experience with data entry and accounting systems (CUMME experience would be an asset).
4. Familiarity with banking, payment processing, or credit bureau administration would be an advantage.

JOB CHALLENGE(S)
The role requires the ability to prioritise multiple competing demands while ensuring timeliness, accuracy, and excellent client service. The incumbent must balance routine administrative duties with ad-hoc assignments, while maintaining strict confidentiality and reliability.

ADDITIONAL INFORMATION:
This position requires initiative, strong interpersonal skills, and a proactive approach to supporting organisational efficiency and customer satisfaction.