Administrative Assistant (Contract)

● First point of customer contact for general queries via live and non-live contact 

● Ensure delivery of excellent customer service through fast and accurate processing of orders, communication, and coordinating with other departments to resolve enquiries

● Resolve problems aligned to complaint resolution and customer in jeopardy procedures by clarifying issues; researching and exploring answers and alternative solutions; or escalating unresolved problems

● Enter Pest control and Washroom jobs and product sales, amendments, and termination transactions into relevant software

● Use an effective approach to handle special telephone tasks like call transfers, taking messages, call-backs, holds, and interruptions

● Apply proper telephone etiquette to satisfy various  customer situations and effectively use appropriate actions to control a telephone call

● Build and maintain business relationships with customers by providing prompt and accurate service to promote customer loyalty

● Maintain and document into customer database and systems by entering information relating to all customer interactions, complaints, queries, and sales opportunities

● Establish data entry priorities by maintaining an understanding of what data needs to be entered first and correct information is entered

● Verify entered data by reviewing, correcting, changing, or deleting entered information specifically in relevant software

● Disseminate all monthly invoices with deadlines given – via email or post

● Update Customer account information – Contact numbers and email

● Support the Contracts Administration function of the business with the data entry and administration of

contracts and jobs using the International Contracts Administration Branch System (ICABS), renewals, and price increase notices

● Support the administrative functions of the business – daily management of administrative duties as communicated by the General Manager – these vary based on the demands of the Company 

●  Implement and monitor programs as directed by management, and see the programs through to completion

● Review job applications and respond to the applicants, scheduling interviews, and background and reference checks.

● Provide administrative support for employee relations activities. 

● Support the onboarding process for temporary employees and permanent employees.

● Attend meetings to record, transcribe, and distribute accurate minutes and action items

● Provide Customer Service to the organization’s employees and answer their questions and advice accordingly based on policies and legislation.

● Assist in coordinating training employees and new hires per the priorities identified by the company. Coordinate training sessions and development programs for employees. Assist with tracking training completion and maintaining training records.

● Prepare administrative letters as required 

Provide general administrative support including managing calendars, scheduling meetings, and handling phone calls and correspondence.

● Updates job knowledge by reading relevant publications and actively participating in continuous training sessions.

Requirements:

• Associate Degree in Business Administration or equivalent
• Diploma in Social Sciences or equivalent 
• 5 CXC passes including Mathematics & English
• At least 2 years experience in a similar role

Core Competencies

• Organizational Skills: Ability to manage multiple tasks, prioritize effectively, and maintain attention to detail in a fast-paced environment.
• Time Management: Efficiently allocate time and resources to complete tasks and meet deadlines.
• Communication Skills: Clear and effective verbal and written communication skills, including the ability to interact professionally with colleagues, clients, and vendors.
• Computer Skills: Proficiency in basic computer applications such as Microsoft Office (Word, Excel, PowerPoint, Outlook) and familiarity with office equipment like printers, scanners, and fax machines.
• Customer Service Orientation: Strong customer service mindset with the ability to anticipate needs, respond promptly to inquiries, and provide courteous assistance.
• Adaptability: Flexibility to adapt to changing priorities and work effectively in different situations or with evolving processes.
• Problem-Solving Skills: Ability to identify issues, analyze situations, and propose practical solutions independently or collaboratively.
• Confidentiality: Discretion and integrity in handling sensitive information and maintaining confidentiality.
• Attention to Detail: Thoroughness and accuracy in performing tasks, maintaining records, and proofreading documents.
• Teamwork and Collaboration: Willingness to collaborate with colleagues, share knowledge, and contribute to a positive work environment.
• Initiative: Proactive approach to tasks, including the ability to take ownership of responsibilities and seek opportunities to add value.