The Junior Administrative Assistant is responsible for providing administrative support to ensure efficient office operations for the Urban Group of Companies at all locations.
Job Requirements/Specifications
Education:
· At least five (5) subjects CXC, inclusive of Grades 1 to 2 in Mathematics and English.
· Certificate in similar field will be an asset.
· Competency in MS Office & databases.
Experience:At least one (1) year experience in similar position
Essential Skills:
· Attention to detail and Strong Problem-Solving Skills
· Ability to work independently and without constant supervision
· Time Management Skills and ability to prioritize work
· Strong Organizational skills with ability to multi-task
· Excellent knowledge of Excel Spreadsheets & word processing tools (MS Excel, Word)
· Basic Understanding of databases
· Working knowledge of office equipment, computer hardware & Peripheral devices
· Good Oral and Written Communication Skills
Other Skills:
· Aptitude with numbers
· High Concentration Level
· Fast Typing Skills
· Accurate Data Entry skills
· Customer Service Skills
Job Conditions
Must be able to work multiple locations and flexible hours
Mental Requirements: High
· Data Analysis
· Problem Solving
· Decision Making
· Innovation/Creation
· Writing/Composing
· Reading
· Synthesizing Information
· High Level Memory
Physical Requirements: Medium
The job requires some physical activities.
Accounting:
1. Coordinate with Admin Assistant to assist in making/issue all payments
2. Any other task assigned from time to time
Human Resource:
1. Ensure all new recruits submit all relevant personnel documents
2. Arrange & Issue employee badges, locker, system access required for new and current staff.
3. Conduct staff orientation for all junior employees
4. Assist in preparing and update all new or current store policies, SOPs, memos, handbooks etc & ensure all new recruits & current employees go through and signed off.
5. Report to Human Resource manager on employee lateness, sickness, sick leave medicals, absence and address accordingly
6. Track all employees’ probation duration, remind respective supervisors to conduct evaluations for confirmation, extension or termination.
7. Schedule periodic evaluation for confirmed employees or as requested by management.
8. Conduct independent reference checks for successful junior applicants and provide report to human resource manager for further action
9. Schedule interviews for all approved applicants, send out schedule & reminders.
10. Track all employees’ birthday, send out greetings, arrange treats and gift base on management approval.
11. Arrange treats for all staff occasional as per management request.
12. Update & Renew vacancy post on skilled Guyanese website, organize to post vacancies on any other medium as per management request
13. Organize staff socials, notify employees, send out reminders as per management request
14. Schedule training for staff, source new platforms and proposals as per management request.
15. Schedule monthly general meetings, prepare meeting agenda & minutes, follow up on task outlined to ensure completed, send out reminders.
16. Schedule any other ad hoc meeting requested by management.
17. Filing of all relevant documents
18. Any other task assigned from time to time.
Inventory:
1. Verify, overlook and guide staff/porters to offload all overseas shipments base on number of boxes expected by supplier /brand.
· Organize necessary tools, staff & porters to offload all shipments
· Ensure all boxes accounted for overall and per supplier/brand in respective stores, send updates.
2. Prepare and issue all transfer sheets between locations, follow up to ensure items physically transferred.
3. Prepare inventory received sheets for all local orders to match supplier invoice along UPC codes once available.
· Check for repeated items, indicate old cost and sell prices, query if any significant increase and submit for pricing.
4. Request UPC codes & Product images for all OS shipments if supplier can provide, share items and images with relevant persons for social media posts.
5. Prepare all OS check off sheets against supplier invoices and submit to review
6. Follow up on shipment clearance and update respective stores when delivery expected
7. Prepare claim forms base on items reported damage/short from respective stores, email suppliers
· Follow up with suppliers on all claims, notify respective stores on claim status
· Verify physical damages/old items submitted by respective store supervisors, ensure items are disposed off or donated in a timely manner, submit records to write off in system.
8. Filing of all relevant documents
9. Any other task assigned from time to time
Store Operations/Other Admin related duties:
1. Print, stamp & cut gift vouchers to sell or for bulk customer orders, submit to admin assistant for signatures and coding.
2. Contact customers to confirm any online orders, arrange delivery when necessary
· Send through any new online order request via social media or direct request via store phones.
3. Organize, track & purchase items needed for the stores, office & personal items for management as needed.
4. Organize items to and from external storage when needed, maintain records for future reference.
5. Assist in organizing all marketing materials & Ads for the stores when necessary
6. Update website product images for all new arrivals
7. Prepare any new brand ambassador contracts, update current ones, track renewal dates and coordinate with management on renewal or cancellation, issue payments as per agreements.
8. Report on any store issues to mall management and follow up to ensure issues resolved
9. Report on any other technical system issues to relevant persons and follow up to ensure issues resolved in a timely manner.
10. Filing of all relevant documents
11. Any other task assigned from time to time.
Reporting Responsibilities: Reports to Administrative Supervisor/ Management
Supervisory Responsibilities: No Supervisory responsibilities