The Admin/HR Assistant provides experienced administrative and human resource support to ensure the smooth and efficient operation of the office. This role requires a mature and highly organized individual capable of handling general administrative functions, assisting with HR activities, and supporting the commercial workflow of the business. 

 The Admin/HR Assistant plays an important role in maintaining organized records, facilitating communication with clients and staff, and ensuring administrative processes are executed efficiently and professionally. 

General Administration

- Provide day-to-day administrative support to ensure efficient office operations. 

- Maintain and organize office files, records, and correspondence. 

- Manage incoming calls, emails and general office communication. 

- Schedule meetings, appointments and coordinate internal activities. 

- Manage office supplies and ensure equipment is functioning properly. 

- Prepare  and coordinate travel arrangements for teams and management 

Commercial & Client Support                                                                                                           

- Assist in the preparation and formatting of quotations and related documents.               

- Follow up with clients regarding the status of quotations, invoices & payments.  

- Maintain registers for quotations, projects and related documentation.                                           

- Coordinate with colleagues to obtain information for projects & client communication.      

- Track and update the status of jobs and maintain organized project documentation


Human Resource Support  

- Maintain employee records, personnel files and HR databases.                                                     

- Assist with preparation of HR documentation including employment contracts, letters & internal communications.                                                                                                                 

- Support recruitment activities including job postings, scheduling interviews & candidate communication.   

- Assist with onboarding and off-boarding processes.         

Knowledge and Skills  

• Excellent organizational and multitasking abilities  

• Strong verbal and written communication skills   

• Proficiency in MS Office Suite (Word, Excel, PowerPoint)  

• Familiarity with HR Software is a plus  

• Ability to maintain confidentiality and handle sensitive information   

Core Competencies 

• Attention to detail  

• Problem-solving skills 

• Strong interpersonal skills and ability to work in a team environment  

• Flexibility and adaptability to changing priorities  

Minimum Qualification and Experience  

• Diploma or equivalent in HR, Business Administration or related field  

• A Bachelor’s Degree would be preferred  

• At least Five (5) years’ experience in an administrative role, preferably in a construction, engineering or project-based environment  

Relationships

• Reports directly to Administrative and Human Resource Manager  

• Provides support to Managing Director and other Heads of Department  

• Works closely with other departments  

Work Environment

• Corporate Office located at 48 – 49 Frederick Settlement Industrial Estate, Caroni  

• Working hours: 8:00 a.m. – 4:00 p.m., Monday – Friday (may be required to work outside of regular hours when circumstances demand it)  

• May be required to work off-site when Company events are taking place  

• Ensures that professionalism is always displayed  

Other-  Provide additional support as delegated by the Managing Director