Administrative Assistant

Excellent Stores Limited is now hiring an organized, adaptable and efficient Administrative Assistant (Operations)! If you are a dynamic and experienced administrative professional with strong interpersonal communication skills, then we are looking for you!

TITLE: Administrative Assistant

REPORTS TO: 	Manager, Operations & Sales

LOCATION: 	Head Office, Chaguanas

TYPE: 		Full-Time, Permanent

POSITION OVERVIEW:

Reporting to the Manager, Operations and Sales, the Administrative Assistant will be responsible for providing administrative support to the Operations department to ensure seamless operations throughout the Company’s retail branches and warehouse. The incumbent will also be responsible for office administration, receptionist duties and providing support to the Directors of the Company. The Administrative Assistant will interact with all departments and with employees at all levels within the organization, working closely with the Human Resources department, Branch and Warehouse Managers. The incumbent must exercise confidentiality, tact, diplomacy, and professionalism at all times.


KEY RESPONSIBILITIES:

Operational Support

•	Ensure Branches update all areas of Branch Operations through the Branch Checklist to ensure successful completion of assigned tasks.
•	Update Branch Manager Time and Attendance on a weekly basis and notify the Manager, Operations and Sales on any anomalies.
•	Ensure staff leave forms are completed and received by the Operations Department within the stipulated time frame. 
•	Work with Managers to ensure that employee performance logs are updated weekly. 
•	Ensure scheduled notifications are submitted to the Operations Department when rosters are updated/changed in the relevant departmental shares.
•	Compile Minutes from meetings and forward to all relevant persons in a stipulated time frame.
•	Generate a wide variety of documents such as letters, memoranda, and spreadsheets utilizing appropriate software.
•	Schedule and coordinate meetings, appointments and travel schedules for Directors.
•	Coordinate training sessions for staff within the Operations Department and ensure employees submit all training reports and sign off upon completion of training.

Office Administration

•	Receive, sort and coordinate the receipt and distribution of all correspondence.  Liaise with drivers to ensure timely deliveries to the Branches and other external locations.
•	Keep record of incoming and outgoing cheques and liaise with customers to arrange pick up.
•	Maintain office supplies inventory - Order supplies and stationary for the office as well as all other locations and ensure distribution of same.  
•	Compile monthly report of all non- inventory items.
•	Coordinate donation requests by bringing to the appropriate authority and following through the process.  Handle communication back to customer/company and organize donation pick up – whether merchandise, gift vouchers, etc.  
•	Maintain office petty cash.
•	Coordinate maintenance of office equipment and facilities– liaise with internal and external service providers to ensure minor repairs are completed.

Reception

•	Receive all visitors to the Company’s Head Office including, but not exclusive to vendors, clients, candidates, corporate guests and direct them appropriately.
•	Receive and route all calls.
•	Supply information to visitors/callers, relay messages and announce visitors.

Perform any other related duties and responsibilities assigned by your Manager.


JOB REQUIREMENTS:

Knowledge & Experience

•	Post-secondary education in Business, Technology, Marketing, or other related discipline. 
•	Five (5) CXC O’ Level passes, including Math and English A.
•	Proficiency in Microsoft Office
•	Database management skills
•	At least two (2) years’ experience in a similar position

Required Competencies

•	Strong organizational skills
•	Exceptional interpersonal skills; the ability to interact with other business units and other members of the team in a professional and effective manner.
•	Must be able to work in a fast-paced environment and adapt to changing environments and changing priorities 
•	Extremely accurate and detail oriented.
•	Ability to observe and maintain confidentially in the performance of duties.
•	Must be pro-active, highly motivated, with great enthusiasm and proven team player.
•	Ability to identify and assess problems and suggest appropriate solutions using applicable policies and guidelines.