Job Summary

The Administrative Clerk will provide general administrative and clerical support to ensure the smooth and efficient operation of the company. The successful candidate will be responsible for data entry, filing, document preparation, answering calls, maintaining records, processing invoices and other administrative documents, and assisting management and staff with daily office requirements.

Key Responsibilities

1. Perform general clerical and administrative duties to support daily operations.
2. Prepare letters, memos, reports, forms, invoices, purchase orders, and other documents.
3. Perform accurate data entry and maintain electronic and physical records.
4. Answer and direct telephone calls, emails, and general inquiries.
5. Receive, sort, distribute, and respond to correspondence as required.
6. Maintain organized filing systems and ensure documents are properly stored and easily accessible.
7. Assist with preparing and processing invoices, receipts, purchase orders, and other financial documents.
8. Assist with inventory records, stock documentation, and data updates.
9. Enter and maintain customer, supplier, employee, and product information in company systems.
10. Assist with preparing daily, weekly, and monthly administrative reports.
11. Schedule appointments, meetings, deliveries, and other activities as required.
12. Assist with photocopying, scanning, printing, binding, and other office tasks.
13. Maintain adequate supplies of stationery and office materials.
14. Liaise with customers, suppliers, delivery personnel, and other stakeholders in a professional manner.
15. Assist with filing and maintaining confidential employee and company records.
16. Support the accounts, sales, warehouse, and management teams with administrative tasks.
17. Assist with preparing documents for tenders, quotations, orders, and other business activities when required.
18. Maintain accurate records of incoming and outgoing documents.
19. Ensure all assigned administrative tasks are completed accurately and within deadlines.
20. Follow company policies and procedures regarding confidentiality, record keeping, and office operations.
21. Perform other duties as assigned by management.

Requirements

1. Previous experience in administration, clerical work, office support, retail, or customer service is an asset.
2. Good written and verbal communication skills.
3. Strong organizational and time-management skills.
4. Excellent attention to detail and accuracy.
5. Proficiency in Microsoft Office, particularly Word and Excel.
6. Good typing and data-entry skills.
7. Ability to maintain accurate records and files.
8. Good telephone and email etiquette.
9. Ability to handle confidential information professionally.
10. Ability to multitask and meet deadlines.
11. Strong interpersonal and customer-service skills.
12. Ability to work independently and as part of a team.
13. Professional appearance and attitude.
14. Reliable, punctual, organized, and dependable.
15. Willingness to learn company systems and procedures.

Qualifications

1. Five CXC/CSEC or equivalent, including English Language and Mathematics.
2. Certificate or Diploma in Office Administration, Business Administration, Records Management, or a related field would be an asset.
3. Previous experience using Microsoft Office applications would be advantageous.
4. Training in Data Entry, Customer Service, Accounting, Inventory Management, or Office Administration would be beneficial.
5. Previous experience in a retail, distribution, or commercial environment would be an advantage.