Administrative Assistant

To provide administrative and operational support to the Managing Director and General Manager by coordinating office activities, managing documentation, facilitating communication, and ensuring the smooth daily operation of the administrative office.

Duties and Responsibilities

Administrative & Document Management

• Prepare and file correspondence including letters, memos, notices, meeting minutes, and other official documentation.
• Organize and file leave forms and employee time sheets.
• Maintain the filing system for administrative and operational records.
• Prepare and dispatch internal and external documents to relevant parties.
• Assist in printing labels and preparing shipment documentation.
• Submit approved invoices to Accounts Payable for processing and follow up as necessary.
• Enter approved customer orders and returns into the system (GP).
• Post supplier invoices and related documents into the system (GP).
• Enter purchase orders and costing information into the system (GP).

Procurement & Supplies Coordination

• Maintain inventory of office, kitchen, and cleaning supplies; place orders and coordinate delivery as needed.
• Prepare and send purchase orders or enquiries to suppliers via email or courier.
• Receive and verify incoming orders from suppliers.
• Monitor payments received from customers and log cheque payments to suppliers.

Facilities & Office Coordination

• Open and close the administrative office daily.
• Ensure proper maintenance of office equipment and report issues as needed.
• Manage and prepare the boardroom for meetings.
• Organize shipments and courier arrangements when required.

Reception & Visitor Management

• Manage front desk activities, including greeting visitors, answering the main telephone line, and directing calls or guests to appropriate staff.
• Receive and coordinate in-person visits for guests.
• Liaise with external parties and direct queries to the relevant person.

General Support

• Provide administrative support to the Managing Director, General Manager, and Office Team.
• Perform other related duties as assigned by Management in support of the efficient operation of the business.

Qualifications

• A minimum of five (5) CXC subjects, including English and Mathematics.
• Prior administrative experience will be considered an asset.

Skills and Abilities

• Excellent communication and interpersonal skills.
• Strong organizational and time management skills.
• Ability to prioritize, work independently, and follow through on objectives.
• Demonstrated ability to work collaboratively within a team environment.
• Proficient in Microsoft Office applications (Word, Excel, Outlook, etc.).