Job Summary

We are seeking a highly organized and detail-oriented Administrative Assistant to provide administrative and clerical support to the Office Manager and other departments. The successful candidate will assist with office operations, document management, inventory administration, customer enquiries, purchasing support, and general office coordination to ensure the efficient day-to-day running of the business.

Key Responsibilities

• Provide administrative and clerical support to the Office Manager and Management Team.
• Maintain accurate office records, databases, filing systems, and inventory records.
• Answer and direct incoming telephone calls, emails, and customer enquiries professionally.
• Prepare, scan, file, and organize company documents in both electronic and hard-copy formats.
• Assist with preparing invoices, quotations, purchase orders, and delivery documentation.
• Support inventory management by updating stock records and monitoring inventory movements.
• Assist with data entry and maintaining accurate company databases.
• Coordinate office supplies and monitor stationery inventory.
• Schedule meetings, appointments, and maintain calendars where required.
• Assist with preparing reports, correspondence, and other business documents.
• Support the Accounts Department with basic administrative tasks as required.
• Liaise with suppliers, customers, and other external stakeholders when necessary.
• Maintain confidentiality of company information and employee records.
• Ensure the reception and office areas remain organized and professional.
• Perform any other administrative duties assigned by Management.

Minimum Qualifications & Experience

• Minimum of Five (5) CSEC/CXC O'Level passes, including English Language and Mathematics.
• Certificate or Diploma in Business Administration, Office Administration, Secretarial Studies, or a related field would be an asset.
• Minimum one (1) to three (3) years experience in an administrative, clerical, or office support role.
• Previous experience in inventory administration, accounts, or customer service would be considered an asset.
• An equivalent combination of qualifications and experience will be considered.

Knowledge, Skills & Competencies

• Excellent written and verbal communication skills.
• Strong organizational and time management abilities.
• High level of accuracy and attention to detail.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
• Ability to multitask and prioritize competing deadlines.
• Strong interpersonal and customer service skills.
• Basic knowledge of office administration and accounting procedures.
• Ability to maintain confidentiality and handle sensitive information.
• Ability to work independently and collaboratively within a team.
• Strong problem-solving and analytical skills.

Working Conditions

• Office-based role within a professional business environment.
• Regular use of computers and office equipment.
• Occasional interaction with customers, suppliers, and external stakeholders.
• May require occasional visits to warehouse or production areas.
• Standard working hours with flexibility to work additional hours when operational requirements demand.