Office Administrator
Not Disclosed
- St. Thomas
- 10000 - 20000
- Not disclosed
- Updated 06/02/2026
To be the main point of contact at the Factory for customers, vendors and the Showroom. To administer all paperwork according to company procedures.
JOB DESCRIPTION
JOB TITLE
Office Administrator - Factory
LOCATION
Yallahs Industrial Estate, Yallahs, St Thomas
HOURS OF WORK
40 hours per week; 8-5 between Monday and Saturday
SALARY STARTIG AT; $2,000,000.00 per annum
MAIN PURPOSE AND SCOPE OF THE JOB
To be the main point of contact at the Factory for customers, vendors and the Showroom. To administer all paperwork according to company procedures.
REPORTS TO
Managing Director and Production Manager
DUTIES AND KEY RESPONSIBILITIES
HR
- Preparing data for payroll, ensuring overtime forms are done, vacation applications are written, all invoices are received from contractors, employment applications are completed and submit all to the Showroom
- Receive pay advice and documents and issue to staff.
- Keep an up to date and well stocked First Aid kit. To administer First Aid
- To ensure a tidy and organized office by maintaining and implementing filing systems as needed
- To assist the Factory Manager and Production Manager in maintaining safety standards throughout the Factory
- Being knowledgeable of the Statutory and legal requirements of employers/Manufacturers as per GOJ
- Knowledgeable of Jamaica’s Labour Laws and Standards
Supplies/Requisition/Inventory
- To work closely with the Managing Director and Production Supervisors and Inventory Officer in maintaining and implementing the Company standard procurement procedures
- To research suppliers of materials needed and ensure quotations are sent to the Showroom
- To request the purchase of Raw Material and all items used at factory in a timely way so as not to impact negatively on production
- Checking of raw materials received according to company standard
- Assist in stocktaking of raw materials and finished goods.
- Receive all items from the Showroom or other sources for issuing to staff or stores.
- To Assist in maintaining inventory records as per company procedure.
Customer Service/Sales
- To have excellent knowledge of the Product, Pricing, Installation and Transportation and to be able to communicate this to customers at the enquiry and sales level
- To pass all potential leads to the Sales Coordinator to be logged onto QuickBooks
- To actively follow up on potential sales and in some cases to generate sales leads
- To process orders taken at the factory according to company procedure
Cash Handling
Submission of documents and monies to the Showroom
To follow the companies procedure in receiving reporting and remitting monies from customers.
To Handel petty cash expenses according to the companies stipulations.
Deliveries
- Maintaining of Work Orders received from the Showroom, ensuring this is communicated to the Factory Supervisor and ensuring all Work Order numbers are accounted for
- To act on instructions from the Showroom re arranged daily deliveries. To ensure the Factory Supervisor and Truck Drivers are aware of the dispatch order for consolidated deliveries
- Checking of stones for delivery
- Report on all outstanding Work Orders
GENERAL RESPONSIBILITIES
- To perform duties consistent with your position that may necessary from ti me to time
- To be prepared to work flexible hours where necessary
- To ensure the workstation is kept tidy at the end of the day including emptying bins
- To contribute to office cleanliness
- To assist the Factory Manager and Production Manager in any Office Duties that may arise from time to time
- To take part in Expos and other off site Marketing events.
PERSON SPECIFICATION(Factory Office Administrator)
| Essential | Desirable | |
Knowledge |
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Knowledge of the construction industry
Knowledge of IT systems
| |
Skills and Abilities | Highly numerate and skilled with numbers
Ability to work quickly, accurately and efficiently in an IT environment
Highly organized, with an eye for detail, and the ability to prioritize.
Clear and concise written and spoken communication skills
Persuasive telephone manner.
The ability to listen to customers and employees
To be confident, helpful, friendly and tactful when dealing with customers
Ability to keep calm when dealing with difficult situations
| Knowledge in troubleshooting Computer Hardware issues eg fax machines, printers
| |
Experience and Qualifications | To have 2 years’ experience in an office setting
To hold a formal qualification in Administration
Experience in cash handling
Experience in inventory management and payroll systems
| Experience charging Credit and Debit Cards
Experience working with logistics
First Aid Certification | |
Attributes and Personal Characteristics | Be a good team worker demonstrating loyalty and commitment to the company and team members. Committed to the improvement of the company
Self-motivated and able to work on own initiative
To be punctual, hardworking, willing to learn and trustworthy
To be able to adapt to changes as the company grows and the markets change
To be able to follow company procedures and systems
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