OBM International

Administrative Assistant

ID
2016-1025
# of Openings
1
BVI
Category
Administrative/Clerical

Overview

OBMI is a global leader in architectural design & master planning. It is our mission to transform our client’s dreams into reality while meeting their financial goals. We approach every project with a great respect for its site because we believe that architectural design and planning is not only a privilege but an opportunity for greatness. We also believe that with the utmost consideration to its natural environment, culture and history, will the site exist with a heart and a soul. With our Centres of Excellence, which are specialized business units, we leverage our key strategic strengths and skills to provide an optimum level of service with global experience and local sensitivity. Our Centres of Excellence include: Destination Creation, Urban Lifestyle, Island Living, Inside Design and Green Matters. Throughout 2016, OBMI will be celebrating 80 years of building future history…together. For more information, visit www.obmi.com.

Responsibilities

OBM International (OBMI) is seeking a B.V Islander or Status Holder to provide office administrative support to the Architectural and general office operations in our B.V.I office.

 

Essential Job Functions Include:

 

 

  • Reception & General administration
    • Provide general receptionist support including answering and directing calls, taking and relaying messages and greeting visitors. Maintain schedule of meeting rooms, prepare coffee, etc.
    • Provide secretarial support to M.D. and staff including typing letters, correspondence, preparation of expense reports, expedite courier packages, manage travel/hotel and event reservations; other tasks as assigned.
    • Maintain office’s commercial insurance policies up to date and ensure timely payment.
    • Review contracts for insurance provisions and legal forms for compliance.
    • Liaison with landlord; maintain lease files, monitor monthly billings.
    • Disaster preparedness liaison
    • Maintain adequate inventory of office and kitchen supplies and determine need for replenishment.
    • Coordinate Lunch and Learn sessions with Denaye Hinds, Dir. Of Sustainability.
    • Liaises with management regarding office policies, procedures, and other activities to maintain consistency throughout the office.
    • Maintains library, books and general areas clean and organized.
  • Bookkeeping
    • Organizes office operations and procedures such as collections, collection/revision of timesheets, filing systems, requisition of supplies, and other clerical services such as maintaining print/copy/call logs.
    • Assists PMs with supervision of timesheets for timely completion, weekly. Review and approve Administrative time for all staff (including time off, sick and personal). Ensure admin time is reported timely and accurately by each employee.
    • Coordinate with Corporate Accountant and PM to complete the billing cycle by the 1st week of each month.
    • Collection of PES/Budget sheet/signed contracts documents for new clients to be forwarded to the Corporate Accountant.
    • Provide all approved and signed invoices for entry and posting to Corporate Accountant.
    • Oversee the office checking account. Coordinate with Corporate Accountant on all accounts payable being processed through this account. (Account/Bank statements are maintained and reconciled by Corporate Accountant.) Report daily deposits to Corporate Accountant by client, project number and invoices number. Provide back up and approval when needed to Corporate Accountant.
    • Scan and email bank statements in a timely manner to Corporate Accountant.
    • Monitor client accounts and follow up on any past due accounts. Report weekly AR comments to the Corporate Accountant, Controller and Managing Director, noting A/R accounts >60 days with detail steps taken to recover funds. Attach receipts to bills.
    • Provide all approved and signed invoices for entry and posting to Corporate Accountant.
    • Scan and email bank statements in a timely manner to Corporate Accountant.
    • Liaison with Corporate Accountant and PM to maximize the billing cycle and provide all necessary client/project reports for the billing to be completed timely and accurately.
    • Maintain accurate client & project files by project with all the necessary documents (i.e. contract, budget, billing reports and notes and final invoices sent to clients).
    •  
  • Personnel
    • Deal with all work permit matters.
    • New Hire paperwork and communication with Accounting/ HR/ I.T.
    • Prepare New Hire orientation including training.
    • New Hire and termination notices to benefits providers, pension, social security, immigration.
    • Monitor and ensure timesheet accuracy & identify potential problems related with excess overtime & attendance.
    • Maintains vacation schedule of staff for purposes of project scheduling and planning. Ensures vacation policies are being applied and followed consistently.
    • Communication of office related issues such as move, parking, holidays, etc.
    • Maintain a current report on OBM BVI personnel on work permits, name of employee, expiration date and type of permit.
    • Provide a copy of current BVI policies to new employees via the company’s intranet (mango apps)
    • Communicate with Managing Director and HR about possible personnel related issues that may arise.
    • Assists in event planning, emergency planning & evacuation of personnel.
    • Liaise with HR on all employee-related matters.

We offer a generous remuneration package and a friendly and productive working environment. Please submit your C.V. and three professional references online at https://careers-obmi.icims.com or by email at careers@obmi.com. Our office is located at Fireproof Building, 181 Main Street Road Town, Tortola, British Virgin Islands. Please submit your application by May 15, 2016.

Qualifications

Successful candidates will have a minimum of 3+ years’ experience in an administrative position in a professional services firm. Ideal candidate will have working knowledge of word processing and spreadsheets and professional spelling & grammar skills. Candidate will have a minimum education of 2 years of college + experience working in a busy office environment. We are looking for a smart, highly motivated individual with an ability to handle multiple tasks efficiently. Ability to interface well with all departments of the company and to represent senior management in a highly professional manner is essential. Candidate must have an intense desire and solid ability to perform at highest levels of achievement (personal and professional). Strong Computer skills: Windows, Excel, Power Point, Microsoft applications, etc. Ability to maintain the highest level of confidentiality concerning corporate & personnel matters. Ability to prioritize in order to meet deadlines. Must be able to drive and own a vehicle.

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