Hadco Limited is looking for an Administrative Assistant. 

JOB SUMMARY

This position deals with all administrative duties for the Food & Beverage Warehouse as noted below.  It involves recording accurate information when submitting documents to HR and Payroll, assisting the Warehouse employees, when necessary, to fill out forms and apply for time off, sending out emails, and maintaining proper communication lines between departments.

REPORTING RELATIONSHIPS

This position reports to the Warehouse / Inventory Manager. There are no persons under supervision.

DUTIES & ESSENTIAL JOB FUNCTIONS

Administrative

• Prepare Attendance records (Timesheets and Overtime Sheets) for both Monthly and Bi-Monthly Warehouse staff, ensuring that all are accounted for before submitting to Payroll.
• Maintains all spreadsheets relating to all time off taken.
• Sends correspondence emails to HR requesting Disciplinary Letters, Job Letters etc.
• Assists Drivers, Loaders and Dispatchers in applying for time off on Bamboo HR/Application for Leave Forms.
• Completes all forms requested by HR, e.g. Medical Forms, TD 1 Forms, Updating of Job Descriptions on an annual basis, Balance Scorecards etc.
• Assists with Geotrak Monitoring and sending emails to the Group co-Chief Executive Officers and Warehouse Managers on relevant issues, e.g. speeding, malfunctions etc.
• Prepares Purchase Orders for the Vehicle Maintenance Department.
• Typing of worksheet for Contractors and submitting to Payroll.
• General typing and administrative tasks.

Inventory / Customer Relations

• Assists all walk-in customers.
• Liaise with Sales Representatives and Drivers to ensure orders are delivered and lend assistance with issues that may arise during delivery.
• Records invoices in Notebook before dispatching.
• Maintains stock accuracy by ensuring Delivery Control Books are accurately recorded.
• Assists the Inventory Department where required or in the absence of the Inventory Administrative Assistant.
• Double checking invoices to ensure that all are signed by the relevant parties.
• Liaise with the Warehouse Supervisors to ensure that goods marked returned on invoices were physically returned to the Warehouse.
• Writing up Credits in delivery book.
• Checking off all yellow copies of invoices when Drivers return from deliveries.
• Double check items that are being credited with the Warehouse Supervisors to ensure that they are not in stock.
• Assist in Dispatching where necessary.

 OTHER FUNCTIONS AND RESPONSIBILITIES

Performs other duties that as assigned by Management that may be deemed necessary for the effective functioning of the department, inclusive of the following:

HSE Roles and Responsibilities of Staff:

Accountability

All Employees demonstrate accountability by:

1. Following all HSE rules at all times.
2. Stopping any work that they recognise as being unsafe and reporting it to their Supervisor.
3. Reporting all accidents and incidents they are involved in or witness to their direct Supervisor as soon as they reasonably can.
4. Using all equipment in the workplace as designed and with design operating safety features.
5. Conducting themselves in a professional manner at all times, treating everyone in a cordial and direct fashion. HADCO expects everyone to be treated with respect and dignity at all times.
6. Becoming familiar with the HSE procedures required to perform their jobs safely.
7. Ensuring full compliance with all applicable legislations and site regulations.
8. Attending and actively participate in scheduled HSE training meetings, toolbox talks and HSE programmes.
9. Performing all work in a safe manner.
10. Using all Safe Systems of Work available. For example, Job Safety Analysis (JSA), Permits, Risk Assessments, Checklists etc.
11. Observing good housekeeping practice.
12. Reporting the taking of any medication while on the workplace to their Supervisor.

MINIMUM QUALIFICATIONS

• 3 CXC Ordinary Level passes
• Previous experience in a customer service environment

REQUIRED QUALIFICATIONS

• 5 CXC Ordinary Level Passes
• 2-3 years’ experience in a customer service environment
• Pleasant disposition and well mannered
• Team Player

PREFERRED QUALIFICATIONS         

• Proficient in Microsoft 365 applications
• Ability to multitask well
• Problem Solving Abilities

REQUIRED LICENSES/CERTIFICATIONS

• Certificate of Character

PHYSICAL REQUIREMENTS/WORK ENVIRONMENT

An office environment where work is primarily sedentary in nature, no special demands are required. Physical activity, though varied is very limited.