Administrative Assistant

JOB TITLE –Group Administrative Assistant

JOB RESPONSIBILITIES

Performing basic office tasks, including answering phone, taking call-in orders, responding to messages and queries of the Directors, processing mail / documents received, filing and general administrative tasks etc.

Responding appropriately to vendor, client, and internal requests.

Maintaining a database, ensuring that records are complete and current

Preparation of Time Sheets for all Branches and payroll processing.

Monitor Supplier accounts for non-payment and delayed payment

Check, verify and process invoice payments

Prepare all cheques – ( suppliers , petty cash, salaries, reimbursements, rent, insurance etc)

Issuing all cheques to suppliers only upon permission and confirmation of the Managing Director / Director Corp Services

Maintaining and ensuring petty cash balances.

Prepare Cash Over/Short reports on a weekly basis.

Roster staff with guidance and approval of Managing Director

Ensure all equipment are working on a daily basis and report any issues to the Managing Director

Contact service providers for servicing of equipment or relevant technical support

Stock taking

Overseeing stock levels and ordering stock

Receiving stock – all invoices must be checked, signed with date and time when goods are received to ensure accuracy

Ensuring the general upkeep and cleanliness of shop

Reprimand staff as necessary, send message to Managing Director and Director Corp Services on staff issues so relevant letters can be prepared.

Protects organization's value by keeping information confidential.

May be requested to cover when there is short staff, so you'll need mobility, flexibility and to be on call as long as the restaurants are opened for business.

You may be required to open and/or close the shop from time to time.

Compiling all invoices on a monthly basis to provide to the accountant for preparation of VAT.

Preparation of documents and cheque for accountant to make all statutory payments (NIS & HSC)

Maintain an adequate supply of cash/change and provide cash/change as needed by cashier.

General Banking

Any other task as identified by Management

Educations and Experience:

High School Diploma, 5 CXC passes (Math and English Mandatory), or equivalent preferred

Knowledge of Accounting procedures and principles.

Knowledge of sales principles

Familiarity with bookkeeping and basic accounting procedures

Hands-on experience with spreadsheets and financial reports

Experience with accounting software.

Data entry and word processing skills

Keen attention to detail and ability to keep records and files organized.

Competent collaborator and skilled cross-functional communicator.

Strong time manager with respect for deadlines.

Ability to identify issues and recommend solutions.

Ability to maintain confidentiality when dealing with sensitive financial information.

Initiative and Self-motivated.

SKILLS AND ABILITIES

Communication

Teamwork Oriented

Maintains a Good Energy Level

Thorough and Organized

Professional

Punctual

Identifying and solving problems

The ability to communicate and lead effectively