The Administrative Assistant is responsible for all the day-to-day administrative duties of The Urban Group of Companies
Job Requirements/Specifications
Education:
· At least five (5) subjects CXC, inclusive of Grades 1 to 3 in Mathematics, English and Accounts
· Certificate in Accounting/Finance would be an asset.
· Additional qualification as an administrative assistant will be a plus.
· Competency in MS Office, databases and accounting software.
Experience: At least three (3) years’ experience in similar position.
Essential Skills:
· Knowledge of QuickBooks System
· 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
· Good Oral and Written Communication Skills
· Supervisory Skills
Other Skills:
· Aptitude with numbers
· Data Entry and word processing skills
· Excellent knowledge of excel
· Customer Service Skills
Job Conditions
Will be spending 100% of working hours in The Urban Group of Companies unless required to travel for special projects.
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
The position shall cover the following areas:
Responsibilities include Human Resource, Accounting/Treasury Functions, Inventory, Payroll Functions and assisting with day-to-day store operations.
Responsibilities (include but not limited to):
Accounting/Treasury
1. Prepare and email weekly payment schedule to MrIan to review and advise on payments, submit to admin assistant to prepare and issue accordingly.
2. Review and File Vat Returns before due date on Monthly basis
- Skim through vat returns and send queries to external accountant for corrections if any
- File online and submit lodgement slip for admin assistant to process payment upon Mr.Ian Approval
3. Reconcile form 2 reports on yearly basis and file before due dates
- Verifying form 2 paye reconciliation and resolve any discrepancies before deadline
- Print 7B Slips after filing form 2, distribute to all employees
4. Prepare and file NIS & Paye reports before deadline on monthly basis
- Export NIS Textfile, check schedule to ensure totals are correct, file online, print schedules to payments
- Export E Submission file, ensure totals are correct, file online and print lodgement slip for payments
- Ensure Admin assistant prepare and send out payments before deadline upon Mr.Ian approval
5. Updating, maintaining, and reconcile payables ledger - Local & OS Suppliers
6. Update, Maintain, Reconcile Receivables Leger, follow up on Payments when due
7. Organize, prepare and request relevant reports for bank and any other entities when needed periodically
8. Assist in all queries from External accountants as needed
- Pull system sales reports on monthly basis
- Ensure admin assistant submit all documents twice a month- (between 16th-18th 1st half month docs, balance in 1st week in new month)
- Sort any queries reported
9. Prepare any other ad hoc reports requested by management.
10. Update group of company’s sales report listing- By Yrs, month, dates for all stores
11. Bank Updates - All current Accounts
12. Supervise & review all task assigned to Admin Assistant as needed
13. Any other task assigned from time to time
Payroll
1. Verify full-time all employee time sheets against time clock to ensure required hours worked, correct all miss clock timings
2. Verify part-time employee time sheets against time to ensure required hours worked, correct all miss clock timings
3. Verify and prepare deduction report for lateness, absent days, loans, advances, medical days, cashier shortage, any other as need arise
4. Verify and prepare report on all overtime worked base on management approval for payroll processing
5. Posting of all payroll data accurately in payroll software
- Generate all payroll reports after entries posted, and verify accuracy
- Verify statutory deductions to ensure accuracy
- Notify Management of total once completed, and request approval
- Print summary report, and prepare salary cheques/bank files for employee payments
- Inform Management to sign off payroll reports - hard copies
- Email payslips once approved and resolved any queries if any
6. Verify Consultants timings, prepare payments monthly basis
7. Filing of all payroll reports securely
Human Resource
1. Update & maintain all employee records, ensure all personnel documents submitted e.g ID, Certificates, TIN, NIS
2. Prepare and issue all new recruits & current employee’s contracts, TOR, Job Letters, Salary Increase letters, promotions, confirmation etc
3. Arrange all new recruits access required, update current employee access when need arise base on management approval
- Conduct orientation process for new recruits - Introduce to team, take around stores
- Issue badge and assign lockers for new recruits
- Ensure new recruits go through all current policies, handbooks, memos etc
4. Prepare & Issue of all disciplinary letters, termination letters, resignation acceptance, final salary as needed as per management request
5. Update and maintain accurate leave records for all employees
6. Report to Human resource manager on employee lateness, sick leave medicals, absence and address accordingly
7. Track employees probation duration, reminder supervisors to conduct evaluations for confirmation, extension or termination
- Schedule periodic evaluation for confirmed employees or as requested by Management
8. Conduct independent reference checks for successful applicants, provide report to human resource manager for further action
9. Schedule weekly supervisor meeting, prepare agenda & minutes, follow on any pending task
10. Prepare new and update current company policies, memo's & SOPs as required - All other except SOPs relating Cashiers/Cash Management currently handle by Admin Assistant11. Supervise & review all task assigned to Admin Assistant as needed
12. Any other task assigned from time to time
Inventory/Store Operations/Admin
1. Verify all local orders against invoices, prepare inventory sheets with UPC codes/generic codes to enter via PO
2. Preparations of all check off sheets and ensuring all sheets is ready before any OS shipment arrives, request UPC & product images from suppliers
3. Verify check off sheets to ensure all items received, query if any discrepancies found, once resolved provide updates to enter goods for Local & OS orders
- Update shipping cost on sheets for costing purposes
4. Ensure standard company documents and agreements are renewed when due - Rates & Tax, Business Registration, MCG Agreements, GNBS License, etc.
5. Entering all Local & OS Purchases via purchase order ( qty only for repeated & new items).
6. Removing repeated items from discounts from recent shipments, adding items to discount once approved, assist in setting periodic sales
7. Track all OS shipment -ETA, Pmt status, Progress
8. Email all relevant documents to brokers to process shipments, follow through up status, organize all relevant payments to clearance, provide updates on ETA
9. Meet with the Store operations manager on a weekly basis, schedule stock counts and prepare all stock count sheets for the Inventory control supervisor, inform respective stores to organize items for stock counts.
- Assist in solving discrepancies (Checking Item history details)
10. Inform respective stores of inventory counts update, follow through on any pending counts/discrepancies to resolve, conduct historic checks on inventory items if required, and notify quality control clerk of any stock count adjustments to be completed.
11. Schedule and provide all necessary information for quality control clerk duties on a weekly basis (Inventory Adjustments, image uploads, write off, assist in check off sheets -OS etc)
12. Prepare and submit all claims for damages to suppliers in a timely manner, follow up on credit notes and update payables ledger, notify respective store supervisors on claim status for further actions.
13. Ensure Inventory write off for damages or donations once approved by management to quality control clerk and make arrangements to donate damage items after write off
14. Reporting on any store's issues to mall management and following up to ensure issues are resolved.
15. Report on any other technical system issues to relevant persons and follow up to have issues resolved
16. Send New Arrival list of items and product images to Abby and Quality control clerk to update websites.
17. Supervise & review all task assigned to Admin Assistant as needed
18. Any other task assigned from time to time