Assistant Administrator/ Receptionist Job Description:

As the Assistant Administrator/Receptionist at KCLH Full Business Solutions Limited, you will be responsible for providing front-desk support, managing client communications, and assisting with administrative tasks, including the preparation and submission of documents to the Companies Office of Jamaica. The responsibilities in detail are as follows:

Front Desk & Client Relations Responsibilities:

• Greet clients and visitors in a professional and courteous manner.
• Answer, screen, and direct phone calls and emails to the appropriate departments.
• Schedule appointments and maintain the office calendar.
• Maintain a clean and organized reception area.

Administrative Support Responsibilities:

• Filing for the office
• Prepare and organize client documents and files.
• Draft letters, invoices, and standard business correspondence.
• Maintain office supplies and reorder when necessary.
• Provide support during client onboarding, including gathering information and preparing startup documents.

Companies Office of Jamaica (COJ) Support Responsibilities:

• Assist in preparing documents for business name and company registrations.
• Coordinate submission and pickup of documents at the Companies Office.
• Track and follow up on filing statuses (e.g., Annual Returns, Business Name Renewals, Articles of Amendment, etc.).
• Ensure documents submitted to COJ are properly signed and in compliance with current requirements.
• Maintain a filing system (physical and digital) for all COJ-related documents for easy reference.
• Collect and verify required documents from clients for COJ filings and other regulatory submissions.
• Ensure client confidentiality and secure storage of all sensitive information.

Assistant Administrator/ Receptionist Key Skills & Proficiencies:

Administrative & Office Management

• Strong organizational and time management skills
• Attention to detail and accuracy
• Ability to multitask and prioritize work effectively
• Proficient in handling office equipment (printer, scanner, phone systems)

Communication Skills

• Excellent verbal and written communication skills
• Professional phone etiquette
• Strong interpersonal skills with a client-focused approach
• Ability to communicate with individuals at all levels of an organization

Customer Service

• Friendly and approachable demeanor
• Ability to remain calm and professional under pressure
• Skilled at building and maintaining client relationships
• Responsive and proactive in resolving client inquiries

Technical & Digital Skills

• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint)
• Familiarity with Google Workspace (Docs, Sheets, Gmail, etc.)
• Ability to learn and adapt to new systems or software quickly

Regulatory & Document Handling

• Knowledge of Companies Office of Jamaica (COJ) document requirements
• Understanding of business registration, annual returns, and compliance filings
• Competency in handling legal or confidential documents securely

Team & Task Support

• Ability to work independently and as part of a team
• Dependable and punctual with a strong work ethic
• Flexible and adaptable to changing tasks or priorities

Professionalism & Integrity

• High level of confidentiality and discretion
• Strong sense of responsibility and accountability
• Positive attitude and professional presentation
• Eagerness to learn and grow within the organization