Job Summary

The Administrative Officer will provide comprehensive administrative and organizational support to ensure the smooth and efficient operation. The successful candidate will be responsible for coordinating office duties, maintaining accurate records, preparing correspondence and reports, assisting with purchasing and invoicing, coordinating communication, and supporting management and other departments with day-to-day administrative requirements.

Key Responsibilities

1. Manage daily administrative and office activities.
2. Prepare letters, reports, memos, quotations, invoices, purchase orders, and other business documents.
3. Maintain accurate and organized physical and electronic filing systems.
4. Receive, screen, and respond to telephone calls, emails, correspondence, and general inquiries.
5. Coordinate meetings, appointments, schedules, and internal communications.
6. Assist management with administrative tasks, reports, presentations, and documentation.
7. Maintain and update company records, databases, registers, and spreadsheets.
8. Assist with the preparation and processing of invoices, receipts, purchase orders, and other financial documents.
9. Liaise with suppliers, customers, contractors, and other external stakeholders as required.
10. Assist with procurement and purchasing activities, including obtaining quotations and tracking orders.
11. Assist with staff attendance records, leave records, employee files, and other HR-related administrative duties.
12. Support tender and bid preparation by gathering and organizing required company documentation when required.
13. Assist with maintaining company licenses, certificates, insurance documents, and other compliance records.
14. Assist with preparing monthly, weekly, and other administrative reports.
15. Ensure confidential company, employee, supplier, and customer information is properly maintained.
16. Coordinate incoming and outgoing correspondence and documentation.
17. Assist with organizing company events, meetings, training sessions, and other activities.
18. Follow company policies, procedures, and administrative controls.
19. Perform other administrative duties assigned by management.

Requirements

1. Two to three  years of experience in administration, office management, business support, or a related position.
2. Excellent written and verbal communication skills.
3. Strong organizational and time-management skills.
4. Excellent attention to detail and accuracy.
5. Proficiency in Microsoft Office, particularly Word, Excel, and Outlook.
6. Good data-entry and document-management skills.
7. Ability to prepare professional letters, reports, spreadsheets, and business correspondence.
8. Strong telephone and email etiquette.
9. Ability to manage multiple tasks and meet deadlines.
10. Ability to work independently with minimal supervision.
11. Ability to work effectively as part of a team.
12. Strong interpersonal and customer-service skills.
13. Good problem-solving and decision-making abilities.
14. Ability to maintain confidentiality and handle sensitive information professionally.
15. Professional appearance, attitude, reliability, and punctuality.
16. Willingness to learn company-specific systems and procedures.
17. Qualifications
18. Associate Degree or Bachelor's Degree in Business Administration, Office Administration, Management, or a related field is preferred.
19. A Diploma or Certificate in Administrative Management, Business Administration, or Office Administration would be an asset.
20. Five CXC/CSEC qualifications, including English Language and Mathematics, are required.
21. Additional training in Microsoft Office, Records Management, Procurement, Accounting, or Human Resource Administration would be advantageous.
22. Previous experience with accounting, inventory, procurement, or tender documentation would be an asset.