Duties and Responsibilities

Administrative & Document Management

• Prepare and file correspondence including letters, memos, notices, meeting minutes, and other official documentation.
• Organize and file leave forms and employee time sheets.
• Maintain the filing system for administrative and operational records.
• Prepare and dispatch internal and external documents to relevant parties.
• Assist in printing labels and preparing shipment documentation.
• Submit approved invoices to Accounts Payable for processing and follow up as necessary.
• Enter approved customer orders and returns into the system (GP).
• Post supplier invoices and related documents into the system (GP).
• Enter purchase orders and costing information into the system (GP).

Procurement & Supplies Coordination

• Maintain inventory of office, kitchen, and cleaning supplies; place orders and coordinate delivery as needed.
• Prepare and send purchase orders or enquiries to suppliers via email or courier.
• Receive and verify incoming orders from suppliers.
• Monitor payments received from customers and log cheque payments to suppliers.

Facilities & Office Coordination

• Open and close the administrative office daily.
• Ensure proper maintenance of office equipment and report issues as needed.
• Manage and prepare the boardroom for meetings.
• Organize shipments and courier arrangements when required.

Reception & Visitor Management

• Manage front desk activities, including greeting visitors, answering the main telephone line, and directing calls or guests to appropriate staff.
• Receive and coordinate in-person visits for guests.
• Liaise with external parties and direct queries to the relevant person.

General Support

• Provide administrative support to the Managing Director, General Manager, and Office Team.
• Perform other related duties as assigned by Management in support of the efficient operation of the business.

Qualifications

• A minimum of five (5) CXC subjects, including English and Mathematics.
• Prior administrative experience will be considered an asset.

Skills and Abilities

• Excellent communication and interpersonal skills.
• Strong organizational and time management skills.
• Ability to prioritize, work independently, and follow through on objectives.
• Demonstrated ability to work collaboratively within a team environment.
• Proficient in Microsoft Office applications (Word, Excel, Outlook, etc.).