Administrative Officer

Join a dynamic, creative team as an Administrative Officer. Manage finances, support HR, streamline projects, and enhance company culture. Must be organised, people-savvy, and proficient in QuickBooks.

Job Title:Administrative Officer

Department:Administration & Operations

Location:Kingston, Jamaica

POSITION SUMMARY

Reporting to the General Manager, Client Success & Operations, the Administrative Officer will support all aspects of operations, financial management, HR and administrative operations of the company. The incumbent supports the day-to-day operations to ensure efficiency and the meeting of clients’ needs. This position is held by an organised, analytical, flexible, high-energy and creative thinker who is self motivated, passionate about learning and doing great work, and able to add value as an integral member of a dynamic creative team. He/She works closely with all teams to ensure the needs of clients are met as well as the objectives of this organisation.

MAJOR TASKS/DUTIES

Administration:

• Basic payroll support
• Assistance with administration for taxes
• Payables and receivables (including utilities, rent, etc.) including collection activities
• Maintenance and operations support
• Report generation, collation and management for company
• Monthly financial position (expenses, revenue, profit, outstanding receivables, client exposure, etc.)
• Reports as required (Monthly, Quarterly, Annually)
• Data entry
• Production & procurement support
• Facilities and asset management
• Maintenance of HR and operations documents (up to date vendor listing and rating charts, personnel records and contracts, maintenance of up-to-date rate sheet, maintenance of subscriptions to software and other resources, etc.)
• Planning and scheduling team building initiatives and training sessions
• Planning and coordinating meetings
• HR and culture support
• Performing miscellaneous job-related duties as assigned
• Liaising with clients as needed
• Working as part of a team

Project Coordination:

• Updating and maintaining project logging system
• Maintaining comprehensive project log
• Identifying opportunities to adjust and revise work processes in order to increase efficiency
• Arranging periodic meetings to ensure that staff is aware of looming deadlines
• Supporting the preparation of daily priority lists and weekly project status reports
• Regularly tracking and updating project statuses
• Supporting the development work schedules for various departments to ensure that projects and processes are on schedule
• Communicating potential problems to project teams and recommending solutions
• Being proactive in meeting all deadlines
• Coordinating with all team members and effectively communicating schedule expectation
• Collaborating with clients to ensure deadlines are met and all issues are effectively resolved
• Suggesting delegation of tasks as necessary to ensure team members are working on the most important projects at all times
• Driving results to ensure deadlines are hit by client and vendor teams
• Supporting the quality control process
• Working efficiently through high volumes while meeting tight deadlines
• Executing a marketing calendar to make sure that all projects are delivered on time
• Identifying potential issues to project teams and recommending solutions
• Maintaining up-to-date supplier listing

Culture Management:

• Coordinate, plan and execute initiatives that promote a positive, inclusive and high-performing workplace culture
• Support the implementation of culture-building activities aligned with company values and goals
• Collaborate with leadership to assess and enhance employee engagement and morale
• Monitor and help improve internal communications and feedback loops
• Coordinate recognition programmes and internal events to foster team spirit and belonging
• Help integrate cultural initiatives into onboarding, training and team development efforts

EDUCATION/SPECIALIZED TECHNIQUES

• Proven work experience in HR, budget management, billing, collections, payroll and project management
• Experience in QuickBooks and/or similar software
• Excellent analytical and project management skills
• Excellent team management and communication (written and verbal) skills
• Fluency in Microsoft Office Suite (Excel, Word, PowerPoint, etc.) and Google Suite
• Skills must include creativity and computer skills

EXPERIENCE/LEARNED DISCIPLINE

Apart from technical skills, you will need to demonstrate:

• Passion and enthusiasm for organisational development
• A flexible approach when working in a team
• Excellent communication skills in order to interpret and negotiate briefs
• Good presentation skills and the confidence to explain and sell ideas to clients and colleagues
• Time management skills and the ability to cope with several projects at a time
• Accuracy and attention to detail
• Being open to feedback and willing to make changes
• Project management
• Strategic and critical thinking
• Problem-solving skills
• Customer service skills
• Think ‘on your feet’

PHYSICAL DEMAND

• Minimal physical demand but will be required to assist as needed

MENTAL/ANALYTICAL, VISUAL OR REASONING SKILLS

• To organise the operations of the entity
• To discuss and present ideas/ concepts to the team
• Ability to leverage resources both internally and externally to drive performance
• Innovative thinker
• Confident
• Ability to quickly adapt in a dynamic environment

WORKING CONDITIONS

• Fast-paced environment
• Role flexibility
• Requires attention to detail
• Required deadline flexibility
• Long hours

NATURE AND SCOPE OF POSITION

a)Reporting Relationship:

Reports directly to: General Manager, Client Success and Operations

Reports indirectly to: CEO

b) Supervision:

Supervision directly given to: N/A

Supervision indirectly given to: N/A

c) Liaison:

Liaises internally with: All team members

Liaises externally with: Clients, suppliers, banks, accountant