Office Assistant & Human Resource Officer

Job Purpose

To provide high-level administrative and operational support to the General Manager in optimizing the efficiency of the Jamaican office, while supporting the human resources functions, including policy administration, labour relations, and employee lifecycle management in accordance with local legislative requirements.

KEY RESPONSIBILITIES

• Daily Office Operations: Manage the daily layout and administrative workflow of the Jamaican branch office under the direct prioritization of the General Manager.
• Executive Calendar & Scheduling: Coordinate the GM’s calendar, schedule internal/external meetings, manage local travel itineraries, and prepare materials for stakeholder meetings.
• Stakeholder Liaison: Serve as the professional front-facing point of contact for the GM’s office—welcoming regional Company brand managers, local sub-distributors, hardware dealers, and commercial clients.
• Facilities & Vendor Management: Supervise office cleanliness, order and manage office/kitchen supplies, and coordinate directly with local utilities, security, and maintenance vendors.
• Documentation & Reporting: Draft commercial correspondence, prepare agendas, record detailed minutes during local operational meetings, and organize physical and digital business files.
• Local Office Expense Tracking: Review, log, and process local petty cash, office invoices, and utilities, coordinating with the finance team as directed by the GM.
• Responsible for all recruitment activities including assisting the line in identifying staff vacancies, recruitment, interviewing and selection of applicants for temporary and permanent labour, ensuring the use of best practices and the standardization and group alignment of recruitment processes and procedures.
• Manages the probation process ensuring that all mid and end of probation procedures are followed.
• Responsible for employee separations, ensuring that all departmental procedures are followed and that exit interviews are completed.
• Support the administration, implementation, and maintenance of HRIS platform.
• Responsible for the implementation of the Onboarding Program and ensures all employee Onboarding is completed within established timelines.
• Manages all IR and disciplinary matters in line with best IR practices, in order to promote high employee engagement and ensure a stable and peaceful labour environment that is compliant with labour laws.
• Oversee all aspects of training function, including planning, coordination, administration, execution, and communication of training programs.
• Manages the Performance Appraisal Systems and makes improvement recommendations as appropriate, ensuring employees’ KPIs are aligned to business objectives.
• Advises all levels of staff with respect to adherence of relevant policies and procedures, and makes recommendations for policy and procedure modifications as appropriate.
• Support Company and HR initiatives, including HR communication, employee engagement, and Corporate Social Responsibility programmes.
• Enrolls and guides employees and dependents on their Group Health, Group Life, and Pension plan benefits, and other benefits as required, and provides timely follow-up on discrepancies and queries.
• Create and maintain statistics, reports, surveys and assessments to support data-driven decision-making and HR initiatives.
• Assists with the coordination of the Employee Assistance Programme (EAP), including preparation of EAP letters.
• Prepares letters for employees upon request, including job letters and visa letters.
• Updates and maintains all personnel and human resource files (hard and soft copies).
• Performs other duties that may be required to enhance the operations of the Company.

• Bachelor’s degree in Human Resource Management or a related field
• A minimum of three (3) years’ relevant experience
• Experience with an HRIS would be an asset
• Proficient in Microsoft Office applications and any other related software
• Knowledge and application of Jamaican labour laws

KEY COMPETENCIES

• Strong interpersonal skills
• Effective communication skills both verbal and written
• Ability to organize and prioritize high volume of work with multiple demands, deadlines and interruptions, while maintaining close attention to detail and accuracy
• Ability to work well independently and as a team
• Ability to work in a confidential working environment