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OFFICE ADMINISTRATOR - Montego Bay, Jamaica

You are the glue that keeps the engine of our organization running through excellent management of our company’s daily business, executive leadership tasks and coordination of information and workflow between team members.  and while connecting our brand with the external world of business, clients and prospects. As the Office Assistant/Business Coordinator, you will run the daily operation of the business to include communication with team members, clients and those posing business inquiries. Take responsibility to schedule meetings, coordinate travel itineraries, process invoices and expense reports while using your creative side to assist in meeting business objectives, social media/marketing activity and general professional development activities.

From filing paperwork to creating workshop schedules; to planning strategic meetings and directing our telephone traffic, the administrative side of the business is exciting! You are the first face of the company to engage clients, assess needs, provide input on projects, manage accounts receivables and payables and help keep all things in balance. Also, critical to your role is being a “thinking partner” to the business in the development, execution and evaluation of goals, objectives and client projects. You must be excellent multi-tasking, collaborating with others and contributing to maintaining a positive, professional workplace climate.

Responsibilities

• Manage the daily activities of Daniels Communications business to include office opening and closing                        
• Provide  support for the company’s facilitation and business development activities
• Manage and maintains company appointments, events, and training schedules to include planning and scheduling  meetings, conferences, teleconferences, and travel.
• Provide excellent customer service in-person,. electronically and other ways with clients and guest.
• Maintain customer confidence and protect company operations by keeping information confidential.
• Prepare reports, databases; provide support on projects and proposals by collecting, analyzing and composing information                                                                                                             
• Research, read and route correspondences, documents and other important information to team members.
• Provide historical reference by developing and utilizing filing and retrieval systems; recording meeting discussions.
• Maintain office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; evaluating new office products; placing and expediting orders for supplies; verifying receipt of supplies and making recommendations for stock maintenance and improvement.
• Ensure good operation of all equipment, conduct preventive maintenance; troubleshoot malfunctions; ensure proper and timely servicing of equipment.
• Maintain professional and technical knowledge through professional workshop attendance; monthly review of professional publications; participation in personal organizations and networks.

Requirements:

- Must be professional, congenial and energetic
- Strong business acumen and customer service skills.
- Excellent writing, researching, and time management skills                              - Ability to work independently as well as collaboratively with team members      - Strong problem-solving skills and ability to manage challenging situations        - Time management and strong organizational skills are critical to this role          - Outstanding verbal and written communications                                              - Proficient with Microsoft Office skills
- Ability to maintain confidentiality is essential.
- Must be flexible and able to manage changing needs and priorities.
- May be required to work outside normal business hours in alignment with company programs
- Minimum of five years’ work experience. College degree preferred                    - Some travel required

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