Administrative Assistant

Administrative Assistant

Location: Chaguramas

Employment type: short term contract (must be available immediately )

Industry: Shipping

Job Purpose:

The Administrative Assistant is responsible for coordinating group administration for the company by providing administrative services in order to ensure effective, up to date and efficient operations.

Key Responsibilities

• Handles some correspondence for the General Manager on as needed basis which includes drafting routine correspondence and expedites urgent, confidential, and important correspondence to appropriate personnel.
• Coordinate the procurement of office stationary.
• Prepare purchase orders to vendors.
• Maintains employee files seafarers and temporary staff), including tracking certificates, filing and monitoring contract’s expiration.
• Ensuring housekeeping is in order.
• Enforce HSE practices in the office and report any unsafe conditions.
• Any other duties and responsibilities associated with the position

Systems Knowledge

• Excellent Knowledge of Microsoft Office including Word, Excel, PowerPoint

Physical Demands and Working Environment

• Office Environment
• Will involve lifting of light equipment, physical movement

Qualifications and Experience

• A minimum of  five (5) years relevant experience in a similar position
• 5 CXC/CSEC passes inclusive of English Language
• Administrative Professional Certificate/Diploma or Administrative Diploma.
• Any combination of qualifications and experience

Skills/Abilities/Knowledge

• Excellent interpersonal, oral and written skills
• Very good organizational and planning skills
• Ability to work under pressure and meet deadlines
• Ability to function in a fast paced environment
• Ability to communicate effectively
• Ability to maintain a high level of confidentiality
• Basic knowledge of Purchasing Principles.

HSE Responsibilities

• Observe all safety rules and regulations
• Stop all work if any unsafe conditions exist or unsafe practices are observed and report any unsafe conditions to Head, HSE and senior Company officials
• Be competent in performing jobs assigned and perform them safely and correctly and seek clarification or training as needed from available resources
• Wear and use all safety equipment required to ensure the safe execution of the specific job
• Report all Accidents/Incidents to HSE/Supervisor

Performance Standards

• Administrative tasks are accomplished carefully and thoroughly, with appropriate questions asked when necessary to ensure that the job is done correctly.
• Written communication is clear, concise, and free from error
• Provides consistent and timely  feedback to General Manager/Supervisor on administrative issues
• Administrative records are up to date and system of filing is effective
• HSE rules and regulations are observed and followed consistently
• Purchase orders are done 80 – 100% on time
• All correspondence follows the Company’s guidelines in terms of format and context
• Updated listing of temporary personnel sent to HR at the end of each month with contract status