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Job Ref.:

Job Title: Administrative Assistant

Sector: CUSTOMER SERVICE,ADMINISTRATIVE,BUSINESS-ADMIN,CLERICAL

Location: NORTH EAST -ST AUGUSTINE,TUNAPUNA,AROUCA,PIARCO

Town / City:

Job Type: Permanent full-time

Job description:

Administrative Assistant Job Description

Administrative assistant duties and responsibility includes providing administrative support to ensure efficient operation of the office. The Administrative Assistant reports to the General Manager. You will support managers and employees through a variety of tasks related to organization and communication. The administrative job scope includes communicating via phone and email ensuring that all administrative assistant duties are completed accurately and delivered with high quality and in a timely manner.

Responsibilities

  • Answer, direct phone calls and take messages
  • Organize and schedule meetings and appointments with staff and clients
  • Maintain Contact Lists
  • Attend to walk-in Customers
  • Provide general support to visitors
  • Produce and distribute correspondence, memos, letters, faxes and forms via Microsoft Word, Excel, Access and National Post(TTpost)
  • Enter accounting data into excel spreadsheet
  • Assist in Bank duties (deposits, letters etc.)
  • Assist in the preparation of regularly schedule reports
  • Maintain the filing system
  • Maintain confidential records and files
  • Preparation of Cheque and cash payments
  • Daily filing of the accounts payables and receivable invoices
  • Take minutes of all meetings
  • Preparation of salaries for field staff( time sheets)
  • Payment of NIS and BIR
  • Assist in preparation of bi-monthly VAT
  • Assist in the maintenance of the office
  • Maintenance of Inventory-Tools, equipment and chemicals
  • Maintain and reconcile and submit petty cash system
  • Prepare quotation request to suppliers
  • Collection of timesheets and safety forms from team leaders
  • Maintenance of Safety Manuals
  • Liaising with team leaders/ staff daily
  • Updating the white board
  • Reminding relevant persons about site visits and tender due dates
  • Assist in preparation with start-up jobs
  • Assist in the preparation of Tender
  • Keep and monitor expiration date of all company insurance (vehicles, workman compensation etc.)
  • Perform other related duties

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