Temporary Office Assistant

Location: St. James, Trinidad
Employment Type: Temporary
Working Hours: 8:00 a.m. – 3:00 p.m.
Work Schedule: Four (4) days per week

Position Summary

Our client, located in the St. James area, is seeking a Temporary Office Assistant to provide administrative support and assist in the efficient day-to-day operations of the office. The successful candidate will ensure timely communication and follow-up with internal and external stakeholders while supporting office administration, facilities coordination, and general operational activities.

Key Responsibilities

Administrative & Office Support

• Maintain organized filing systems and office records.
• Update the organization’s membership database on a quarterly basis.
• Receive, route, and process incoming mail and correspondence.
• Prepare and distribute letters, memoranda, and other documents.
• Coordinate refreshments and lunch arrangements for meetings and ensure meeting areas are cleaned afterward.
• Assist with organizing Council meetings, Annual General Meetings, and other events.
• Purchase office supplies, groceries, and other required items.
• Provide administrative assistance to members, including photocopying and printing documents.
• Liaise with external organizations and service providers as required.
• Assist committee chairpersons with correspondence and administrative support.
• Record and prepare minutes for meetings when required.
• Ensure the office kitchen, refrigerator, and snack supplies are adequately stocked.
• Provide general administrative support for office projects and daily operations.
• Assist in maintaining lease documentation and ensuring tenant agreements remain current.

Facilities & Building Maintenance

• Monitor the performance of the Office Attendant.
• Coordinate the maintenance of the building and surrounding grounds.
• Oversee office repairs and maintenance requirements.
• Coordinate the servicing and maintenance of office equipment, including computers, internet services, and photocopiers.
• Schedule routine maintenance of air conditioning units and other office facilities.

Requirements

• Minimum of five (5) CSEC/CXC subjects, including English Language and Mathematics.
• At least two (2) years’ experience in an administrative or office support role.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, and PowerPoint).
• Excellent written and verbal communication skills.
• Strong organizational and time management skills.
• Ability to multitask and prioritize effectively.
• Professional, dependable, and customer service-oriented.
• Ability to maintain confidentiality and build positive working relationships with internal and external stakeholders.

Key Competencies

• Strong organizational and planning skills.
• Excellent attention to detail.
• Effective communication and interpersonal skills.
• Ability to work independently and as part of a team.
• Initiative and problem-solving ability.
• Professionalism, reliability, and a high level of integrity.

Please note: This job description is intended to outline the primary duties and responsibilities of the role. Additional duties may be assigned from time to time to meet the operational needs of the organization.
Job Ref:RS