Office Administrator

JOB PURPOSE

Under the direct supervision of the Manager, Office Services, the Office Administrator (Office Services) provides administrative and technical support to ensure the efficient coordination of office services within the Agency. The incumbent is responsible for managing and maintaining records related to utilities, telecommunication assets, and service contracts, as well as coordinating minor office repairs, maintenance activities, and asset disposal in keeping with established Government of Jamaica (GoJ) policies and guidelines.

KEY RESPONSIBILITY AREAS

Technical/Professional Responsibilities

• Coordinate and monitor minor inter-office repairs, maintenance of equipment, and general upkeep of office facilities to ensure a safe and efficient work environment.
• Update and maintain the Agency’s Utility Register (electricity, water, telecommunication) in compliance with the Financial Administration and Audit (FAA) Act and related instructions.
• Prepare and maintain utility schedules for all Agency locations and ensure the timely processing and submission of utility invoices for payment.
• Coordinate the management of the Closed User Group (CUG), including the assignment, return, and disposal of handsets in accordance with GoJ guidelines.
• Conduct periodic inspections to verify the existence, condition, and proper use of CUG handsets, and maintain the CUG Register accordingly.
• Manage the processing and reconciliation of monthly CUG invoices (over 400 users), ensuring accuracy and submission within established timeframes.
• Coordinate the collection and disposal of office waste and ensure the replacement of waste receptacles as required.
• Liaise with Service Providers to ensure timely and quality execution of janitorial, waste management, and maintenance services in accordance with contractual agreements.
• Liaise with internal staff to promote proper care and use of government-owned furniture, appliances, and equipment.
• Coordinate and oversee minor furniture and equipment repairs to ensure operational readiness.
• Identify, document, and submit for review any obsolete, unserviceable, or non-functional assets for Board of Survey action in accordance with GoJ asset disposal guidelines.
• Dispatch telephone bills to staff for verification of private and official calls and prepare summaries for payroll deductions or payment as necessary.
• Maintain organized and up-to-date records, reports, and correspondence related to office services operations.

Customer Service Responsibilities

• Maintains customer service principles, standards and measurements.
• Identifies and incorporates the interests and needs of customers in business process design.
• Ensures critical success factors are identified and meets expectations.

Other Responsibilities

• Performs all other duties and functions as may be required from time to time.
• May be required to provide witness statements, attend court proceedings, and give evidence.
• Complies with Health & Safety Policies & Procedures.
   

REQUIRED COMPETENCIES

Core

• Excellent oral and written communication skills.
• Strong interpersonal and customer service skills.
• Excellent time-management, planning and organizational skills.
• Sound judgment, and decision-making skills
• Sound problem analysis and problem-solving skills.
• Ability to demonstrate and maintain high levels of integrity, professionalism, and confidentiality.
• Sound cost containment skills.
• Ability to work under pressure and respond professionally to multiple crises situations.
• Ability to identify and implement best practices, work independently, and think strategically.

Technical

• Sound knowledge of:
• Records Management
• Office Management
• Supplies Managements
• Knowledge of facility maintenance and workplace safety standards.
• Ability to prepare and analyze administrative and financial records.
• Understanding of basic contract and service provider management.
• Ability to maintain accurate registers and electronic databases.
• Working knowledge of the Financial Administration and Audit (FAA) Act and related regulations.
• Working knowledge of Customs activities.
• Working knowledge of relevant computer applications.
   

MINIMUM REQUIRED EDUCATION AND EXPERIENCE

• First degree in Public Administration, Business Administration, Management Studies or equivalent qualification.
• Two (2) years of relevant experience in office administration.
• Specialized knowledge of techniques and practices in supplies management and/or office management.
   

SPECIAL CONDITIONS ASSOCIATED WITH THE JOB

• Work will be conducted in an office outfitted with standard office equipment and specialized software.
• The environment is fast paced with on-going interactions with critical stakeholders and meeting tight deadlines which will result in high degrees of pressure, on occasions.
• Required to travel on a periodic basis to provide administrative office services support to all Agency location.
• Physically capable and available to work overtime including weekends, public holidays, and evenings.
• Exposed to the elements and adverse weather conditions from time to time.
• Ability to lift, bend and manoeuvre/use equipment relevant to the role.

Only shortlisted candidates will be contacted by HRMD