Administrative Assistant

Job Summary:

The Administrative Assistant provides general administrative support to the Office Manager and Registrar/Secretary, with particular responsibility for supporting the company’s digital systems, electronic business processes and member services. This role will help maintain accurate records, process applications and renewals, support users of the Member Portal, coordinate electronic workflows and prepare routine reports and communications.

Key Responsibilities:

• Maintain accurate electronic records of applicants and Registered Engineers within the Membership Management System (MMS).
• Process registration and renewal documentation and update member information and practicing status.
• Check records for completeness and accuracy and report anomalies or missing information.
• Receive, acknowledge and process online applications for registration.
• Check electronic submissions for completeness, identify missing documentation and issue follow-up reminders.
• Route applications and supporting documents to Board reviewers, monitor deadlines and update workflow status throughout the registration process.
• Provide first-level assistance to applicants and Registered Engineers using the company’s Member Portal.
• Assist with account activation, password resets and navigation of online services.
• Escalate technical issues to the Office Manager or system provider where appropriate.
• Record and reconcile payments received through online payment facilities integrated with the MMS.
• Generate electronic receipts and payment reports and verify payment status before processing registrations or renewals.
• Upload, index and maintain electronic records, ensuring documents are correctly linked to member records and follow established filing standards.
• Prepare and issue routine communications, reminders and notifications to applicants and Registered Engineers.
• Assist with bulk email communications using MMS.
• Generate operational reports and statistics on applications, registrations, renewals, payments, membership activity and Board performance indicators.
• Assist the Registrar/Secretary with reports required for Board meetings.
• Assist with testing new MMS modules, software updates and system enhancements.
• Document user issues and liaise with the MMS vendor as directed.
• Follow established cybersecurity, password management, confidentiality and data protection procedures.
• Identify opportunities to streamline administrative processes and assist with the development of procedures for MMS-related activities.

Qualifications and Experience:

• Minimum of five (5) CXC/CSEC subjects, including English Language and Mathematics.
• Previous experience in administrative, customer service, data entry or office support role would be an asset.
• Experience working with IT systems, cloud-based applications, databases or online platforms would be an asset; extensive technical or IT experience is not required.
• Proficiency in Microsoft 365 applications, particularly Word, Excel and Outlook.
• Any additional certificate or training in Business Administration, Office Administration, Information Technology or a related area would be an asset.

Note: The successful candidate is not expected to be an IT specialist. The role requires a capable administrative professional who is comfortable using technology and willing to learn the company’s cloud-based systems and processes.

REF: J.C