Assistant Manager - Administration

The candidate will be responsible for supporting the Company with a range of Administrative Duties. This includes (but not limited to) Interfacing with Local and Overseas Vendors, Government Agencies, Human Resource Support, Processing Financial Transactions.

The Applicant must have at least 8 subject CXC (1-3 grades only) and a Degree in Business related field will be an Asset.

Experience is not required but will be an asset.

1. Support Customers & Colleagues:

a. Stay updated via email, WhatsApp, Chats and Evernote – read and respond as necessary.

b. Update Social Media Platforms (Facebook, YouTube, Google My Business).

c. Communicate with distributors to provide technical support for all software supplied by BBS.

d. Provide Distributors with accurate information on new products and/or services that we are

offering, new shipment of goods, etc.

e. Provide customers with Accounts statements when required.

f. Ensure customer complaints are adequately addressed when required.

g. Support Company Marketing Activities as required.

h. Fill in As a Sales Associate when required.

2. Support “Administrative Assistants”:

a. Review Inventory Data to ensure recordkeeping was done accurately.

b. Review Local and Overseas Purchase Orders documents when required.

c. Interact with government agencies as approved by Management.

d. Fill in as an Administrative Assistant when required.

3. Support “Assistant Manager – HR” with the following tasks:

a. Conduct Staff orientation & updating relevant records

b. Processing staff leave days/days off.

c. Update Time Attendance records.

d. Fill in as Assistant Manager- HR.

4. Support “Assistant Manager – Finance” with the following tasks:

a. Validate funds received via MMG and Bank Accounts

b. Process expenditure in keeping with guidelines

c. Cross Train with Finance Tasks

d. Fill in as Assistant Manager- Finance

5. Support “Office Manager” with the following tasks:

a. Communicate with Suppliers and Shipping agents when necessary.

b. Work out prices for new and existing products when required.

c. Process documents to ensure timely importation and clearance of cargo.

d. Fill in for the Office Manager as needed.

6. General Requirements:

a. To manage and co-ordinate staff as required.

b. Keep accurate records & resources for all areas that management requires.

c. Maintain of Guidelines for all relevant business procedures under your area of responsibility.

d. Review tasks that the Assistant Managers will complete as required.

e. Awareness - Awareness of the surroundings (i.e., who’s entering the office, leaving the office, who

is heading to the top floor.)

f. Ensure surroundings are kept in a clean and tidy manner.

g. Ensure all tasks of Job Descriptions are adequately completed & maintained

7. ANY OTHER TASK ASSIGNED BY MANAGEMENT

Health and Safety Responsibilities:

8. Lead by example in Health and Safety matters

9. Be familiar with the HSSE management system of BBS

10. Take care of your own safety and those who may be affected by your acts of omission at work

11. Follow expectations outlined regarding Health and safety procedures

12. Immediately report to Management:

a. Any situation that you believe could present a hazard and you yourself cannot correct

b. Any accident or injury which arises in the course or connected to work

13. Provide feedback and ideas to management regarding necessary HSSE improvements.

14. Follow basic health and Safety rules outlined in BBS HSSE manual.