Job vacancy Administrative Assistant

Caribbean Jobs
Digicel Building, 14 Ocean, Boulevard 9th Floor, Kingston
  +1 876 619 5256

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Job Type
Job Status
Full Time
13 July, 2020
Job Title

Administrative Assistant

Job Presentation

Administrative Assistant


POSITION: Administrative Assistant

An expanding SME, positioned for growth and development, seeks a competent, proactive, and goal-oriented professional for the position of Administrative Assistant.


Reporting to the Managing Director, the Administrative Assistant will provide administrative support to the office of the Managing Director and will be responsible for confidential and time sensitive materials, coordinating all communication, correspondence, appointments and meetings with staff and business associates, and overseeing all HR matters for the organisation.   The Administrative Assistant will coordinate all maintenance activities for the organisation pertaining to motor vehicles, equipment and buildings; ensure compliance with statutory agencies with respect to company registration filing, trade licensing, motor vehicle licensing and insurance; and ensure that company insurance policies are actively maintained.

Core Responsibilities & Duties

          Maintain an appointment diary for the Managing Director, scheduling all appointments with staff and business associates.

          Communication: Receive and address all in-coming communication and correspondence, as appropriate. Prepare out-going correspondence, staff memorandum and advisories, as directed.

          Oversea HR Staff Matters

  • Staff Recruitment €“ Draft Job Advertisements and arrange online placement with career placement agencies, screen and short-list job applicants, and schedule interviews. Ensure that all employment documentation and credentials from each applicant are received and filed. Prepare job offer letters and employment contracts for selected applicants, following through to acceptance.
  • Staff Orientation €“ Execute staff orientation procedure in line with company policy. Ensure that workstation accommodation is prepared and equipped.
  • Employee Payroll Setup €“ Ensure that all necessary documentation and bank procedure are effected and in place, and payroll advice dispatched, as appropriate.
  • Staff Grievances €“ Receive and address all staff concerns in accordance with the company €™s grievance procedure, consulting management in the resolution process, when necessary.
  • Staff Hand Book & Policy Statements €“ Assist in the drafting and issue of a Staff Hand Book and Policy Statements for the company, as directed.
  • Administer Group Health Insurance €“ coordinate all activities with staff and the insurance company relating to membership enrollment, issue of payroll deduction advice, and staff terminations. Review health insurance premium statements and invoices from the insurance company to confirm accuracy.

          Payroll Deduction Preparation & Disbursement

  • Receive and process all payroll deduction requests from staff, updating the Accounts department and Payroll department/agent accordingly.
  • Review the payroll and prepare payroll deduction reports for submission to the Accounts department to facilitate filing of statutory payments and disbursement of health insurance premium and individual staff deduction payments within the required deadlines.
  • Print and disburse employee pay slips, as required.

          Maintenance Service Log & Schedules, Device Registers

  • Motor Vehicles €“ Log service updates, complying with servicing schedule and licensing renewal deadlines.
  • Equipment €“ Log service updates, complying with servicing schedule.
  • CUG Mobile Phone Register €“ Log any new updates (additions, re-allocations, disposals).
  • Laptop Register €“ Log any new updates (additions, re-allocations, disposals).
  • Coordinate all building maintenance repairs, pest control and security service activities.

          Filing System Maintenance:   Ensure that all company files for employees, statutory agencies, company leases and contracts, insurance policies, maintenance service records and schedules, business clients and associates are updated and kept current.


Qualifications and Key Competencies

  • BSc in Business Administration or equivalent.
  • At least 3 years proven experience in the role.
  • Proven Human Relations skills.
  • Knowledge of office management systems and procedures.
  • Excellent time management skills and ability to multi-task and prioritise.
  • Strong organisational and planning skills.
  • Excellent written and verbal communication skills.
  • Working knowledge of MS Office.
  • Exemplary professional ethics.

If you qualify for this position and wish to join our management team for a rewarding career experience, please forward your resume no later than July 15, 2020 ,  

We thank all interested applicants for their interest; however, only shortlisted candidates will be contacted.

Valid Till
13 Aug, 2020

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