Administrative Officer

If you’re ready to take your career to the next level and make a significant impact, we’d love to hear from you! Apply now and become a key player in our Administrative Team at GraceKennedy (Trinidad & Tobago) Limited.

Join Our Team as an Administrative Officer!

Are you a detail-oriented professional with a passion for structure and supporting team members? Do you thrive in dynamic environments? GraceKennedy (Trinidad & Tobago) Limited is looking for a dedicated Administrative Officer to ensure the daily administrative functions and office management functions are managed efficiently. If you're ready to take on a pivotal role and drive excellence, we want to hear from you!

 ADMINISTRATIVE OFFICER

Reporting to the Country Manager the incumbent will assist with the planning and execution of all administrative functions as it relates to the company's portfolio of products and services in a manner that ensures timely implementation to achieve the company's objectives.

KEY RESPONSIBILITIES 

• Perform recording and secretarial duties for the Country Manager/ Designate and the local board.
• Preparation, circulation and filing of all documents for GKTT board meetings.
• Record minutes of departmental, staff and management meetingsand where applicable, follow up on action items in a timely manner.
• Liaise with the Compliance Department and other relevant departments to prepare appropriate responses for the Regulators in a timely manner.
• Preparation of business letters, memoranda, monthly reports, and other correspondence.
• Document Management – File departmental documents (including electronic filing) in an organized and systematic manner to facilitate fast retrieval and collaborate with other members of the respective companies/departments to ensure compliance with all filing policies and procedures.
• Manage all incoming and outgoing mail, ensuring proper receipt, recording, and routing to the appropriate departments.  All mail from our Regulators MUST be immediately scanned and filed in the named folder.
• Coordinate the logistics of workshops, meetings, etc., including, inter alia, travel requirements (whenever necessary) and monthly Executive Management meetings.
• Coordinate or liaise with the Country Manager or Designate and members of the Strategic Business Units for the timely submission of documents/reports and prepare of the Balance Score Card Reports.
• Compile and send Audit Report responses.
• Managing the overall maintenance of the warehouse facility, the office building, including security, equipment, and tools for optimal staff performance Complete special projects as assigned by the Country Manager or Designate.
• Coordination of the daily disbursement of all company cheques and maintenance of customer cheque records. Ordering and distribution of adequate supplies of stationery, groceries and collateral required to support the smooth operations of the company.
• Review Invoices, Purchase Orders and Cheque Payment Vouchers from suppliers to ensure accuracy of the details and submit to the relevant managers for approval.
• Oversees the duties of the Administrative Assistant, Front Office Attendant/ Courier and the Janitorial Services Provider.
• Ensure prompt attention to company motor vehicle maintenance.
• Ensure the telephone directory listing for the Company (Trinidad) office is updated and distributed as required.
• Compile and submit payroll information (to the HR department) for the administration department on or before the 14^th of each month.
• Assist the HRO by performing general administrative tasks.
• Submission of expense claims as needed.
• Distribution of company mobile phones to staff.
• Perform any other job-related duties assigned from time to time.