Administrative Officer

Vinlec Limited; West Covina (CA); On-site; USD 42,000 - 64,000; Full time

Job summary

ST. VINCENT ELECTRICITY SERVICES LIMITED invites applications for the Administrative Officer role within the Human Resources and Administration Department. The successful candidate will supervise Administrative Assistants and oversee clerical staff, ensuring efficient services and strong records management.

The role requires a Bachelor’s Degree and at least five years in administration or records management, with proficiency in Microsoft Office and EDMS systems.

Qualifications

• A Bachelor’s Degree in Business Administration, Management Studies, Public Administration, Office Administration, Records Management or a related discipline.
• At least five (5) years’ experience in administration, office management, records management or corporate administrative support.

Responsibilities

• Directly supervise Administrative Assistants and clerical staff across the Company.
• Coordinate the EDMS and support effective records management and control.
• Coordinate administrative support for meetings, correspondence, reports and office operations.
• Monitor records management practices, registers, indexing and archiving.
• Prepare administrative and records management reports and recommend improvements.

Skills

Supervisory skills

Communication skills

Record keeping

Office coordination

Education

Bachelor’s Degree in Business Administration

Tools

MS Office

EDMS

Job description

ST. VINCENT ELECTRICITY SERVICES LIMITED

VACANCY – ADMINISTRATIVE OFFICER

St. Vincent Electricity Service Limited (VINLEC) invites applications from suitably qualified and experienced persons for the position of Administrative Officer within the Human Resources and Administration Department.

This position is responsible for coordinating administrative services, supervising administrative and secretarial staff, supporting effective records management and ensuring consistent and efficient administrative service delivery across the Company.

PRINCIPAL RESPONSIBILITIES

Reporting to the Manager, Human Resources & Administration, the Administrative Officer will be responsible for the direct supervision of Administrative Assistants and the functional oversight and coordination of other clerical and secretarial personnel across the Company, including assigning and monitoring work, providing guidance, addressing routine operational issues, and ensuring that corporate administrative services are delivered efficiently and consistently.

The successful candidate will be expected to:

• Directly supervise Administrative Assistants, including assigning and monitoring work, providing guidance, assessing performance, and ensuring the timely and effective completion of assignments
• Provide functional oversight and coordination of other clerical and secretarial personnel across the Company, promoting consistent administrative procedures, standards and practices in consultation with the respective Department Heads and supervisors.
• Coordinate the Company’s Electronic Document Management System (EDMS) and support effective document control and records management
• Monitor records management practices, document registers, indexing, retrieval, version control and archiving
• Coordinate administrative support for meetings, correspondence, reports and general office operations
• Coordinate staff-house inventory and readiness arrangements
• Monitor selected administrative service contracts and follow up on service delivery
• Prepare administrative and records management reports, and recommend improvements to systems and processes

QUALIFICATIONS AND EXPERIENCE

• A Bachelor’s Degree in Business Administration, Management Studies, Public Administration, Office Administration, Records Management or a related discipline
• At least five (5) years’ experience in administration, office management, records management, document management or corporative administrative support

KNOWLEDGE, SKILLS AND ABILITIES

• Experience supervising administrative, clerical or secretarial staff
• Strong supervisory, organisational, coordination or problem-solving skills
• Excellent attention to detail and the ability to maintain accurate records and reports
• Good written and oral communication skills
• Sound judgement, discretion and the ability to identify matters requiring escalation
• Proficiency in Microsoft Office and electronic records systems