Administrative Assistant- Independent Contractor

Caribbean HR Solutions is the Caribbean's premier HR Outsourcing company specializing in Executive Search, Recruiting, HRO and Payroll services. On BEHALF of OUR CLIENT, we solicit candidates to apply for the following role:

Administrative Assistant- Independent Contractor
The Administrative Assistant- Independent Contractor will be responsible for managing the police record check process from commencement to completion as per established procedures, as well as maintaining a tracker of all activities completed at each stage for all Sole Traders. The incumbent works in partnership with the client and select police stations in Montego Bay and Kingston.

Key Accountabilities:

• Review client’s contact list several times per day, transfer Sole Trader’s information to master files and send email to Sole Traders with instructions about next steps;
• Verify that information submitted on the application forms and police record receipts matches Sole Trader’s ID;
• Update Master Files with status and comments as each Sole Trader passes through the stages in the process;
• Monitor WhatsApp and email messages and provide responses within 24 hours;
• Maintain a record on SharePoint of data submitted by Sole Traders;
• Coordinate with Police stations in Kingston and Montego Bay for fingerprinting to be completed on a Saturday;
• Submit payment request to Finance Manager for fingerprint processing 2-3 days in advance;
• Notify Sole Traders of requirements and Saturday fingerprinting appointment date;
• Be present at Kingston police station for all Saturday fingerprint appointment and collect authorization forms and police record receipts once each person is processed;
• Coordinate with Montego Bay representative to accompany Sole Traders to police station in Montego Bay for fingerprint processing;
• Monitor the police record pick-up dates and arrange with Police Station to do pick-ups on due dates and coordinate with Montego Bay representative for pick-ups in Montego Bay;
• Collect police records from Kingston police station, and validate records by checking Sole Trader’s name and Date of Birth against their IDs.;
• Request scanned copies of police records for the Montego Bay batch, and validate records by checking Sole Trader’s name and Date of Birth against their IDs;
• Participate in weekly check-in calls with the client to provide updates;
• Coordinate and return Police Record Certificates to Sole Traders;
• Other administrative duties as may be required by the HR department.

Requirements:

• One to Two (1-2) years of progressive experience as a Clerk or Administrative Assistant;
• Prior experience managing Police Record or background check processes is an asset;
• Must reside no more than 10-15 mins away from the Criminal Records Office;
• Must own and operate a reliable motor vehicle or motorcycle;
• Must be available to work on Saturdays as required;
• Ability to handle confidential material; must demonstrate high levels of integrity and trustworthiness;
• Strong working knowledge of MS Office suite (i.e.: Outlook, Word, Excel, PowerPoint);
• Ability to execute on projects from inception through to completion;
• Methodical approach, detail-oriented, highly organized, and strong time management skills;
• Ability to adjust to the changing needs of the client;
• Ability to adhere to processes, procedures and guidelines;
• Ability to be proactive, use own initiative and work with limited supervision;
• Ability to maintain professionalism in difficult situations.

Though we appreciate all candidates, only shortlisted candidates will be contacted.