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Company: Branford General Contracting Services Company Limited

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Job Ref.:

Job Title: Administrative Clerk



Job Type: Permanent full-time

Job description:

Job Description

Job Title

Administrative Clerk

Job Reference No.




Created / Revised

April 27 2015

Reports to

Chief Operations Officer

Staff Supervised



Type of position:

þFull-time       Part-time        Contractor        Intern


job summary:

The Administrative Clerk is responsible for providing administrative as well as maintains and develops client relationships in order to ensure effective and efficient operations. The incumbent will be responsible for implementing systems, procedures, policies and the administrative department.




General Office Administration

·       Perform receptionist duties: greet office visitors, answer telephone calls, and distribution of messages (timely) as appropriate and create a pleasant/organized working environment

·       Procure and maintain office supplies and office equipment; arrange equipment for service/repair

·       Complete operational requirements by scheduling administrative projects; expediting work results

·       Process and distribute all correspondence on a daily basis

·       Maintain project and office calendars and schedule

·       Participate in scheduled meetings with team members with the following goals:

1.     Actively participate

2.     Document meeting minutes

·       Distribute meeting minutes from Team Meeting to all relevant constituents

·       Collect sort and distribute daily mail

·       Prepare and distribute outgoing mail for postal or other delivery services as necessary

·       Purchase orders: Prepare, track through delivery, confirm receipt, and verify payment is made to vendor

·       Receivables: Track receivables, confirm receipt and payment amounts

·       Employ advanced office technology, which includes computers, varied computer software including telecommunication systems, copy machines and other office equipment.

·       Provide general administrative support to senior executive team members.



Projects & Proposals

·       Assist Project and Business Development Departments with document/report preparation and distribution

·       Assure positive and efficient services are provided to staff, contractors and vendors (timely) and at the level of quality agreed upon by supervisor and incumbent

·       Assist with preparing monthly project status reports, updates on projects; including project status and budget status, current project photos, spreadsheets with dollars spent and percentage complete for their projects

·       Create and maintain project files in hard copy and electronic format pursuant to direction as given by Executive Assistant and Project Manager: correspondence, contracts, insurance documents, proposals submitted and award documentation.

Customer Relations

·       Quotations and invoices: Prepare, track through delivery and confirm receipt through CRM software.

·       Maintain social media sites on a regular basis.

·       General Data entry and compilation.

·       Building current and maintaining past customer relations with all clients via phone and e-mail.

Related Activities

·       Maintain professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks and participating in professional associations.


·       Strong interpersonal skills

·       Effective listening skills

·       Planning and execution skills

·       Excellent communication skills (verbal and written)

·       Analytical skills

·       Problem-solving skills 

·       Strong presentation skills

·       Effective time-management and organizational skills


·       3-5 years’ experience in Office Administration

·       Minimum of three (3) years using Microsoft Office: Word, Excel and PowerPoint

·       Knowledge and experience using a CRM Software will be an asset.

·       Typing speed between 30-50 words per minute.


·       Five (5) CXC/GCE O’Levels including English and Mathematics.

·       Two (2) CAPE / A Levels subjects.

·       Administrative Professional Secretary (APS) or equivalent will be an asset

·       Effective Business Writing for Professionals Certificate will be an asset

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