Office Administrator - ANSA McAL Barbados Limited

Role Purpose

The Office Administrator is responsible for supporting the smooth and efficient operation of the office by managing reception duties, coordinating office supplies and services, maintaining accurate administrative records, and assisting with accounts receivable processes. The role requires a professional, organized, and service-oriented individual who can manage multiple priorities while providing reliable administrative and finance support.

Key Responsibilities

Reception and Front Office Support

• Serve as the first point of contact for visitors, clients, vendors, and employees, ensuring a professional and welcoming reception experience.
• Answer, screen, and direct incoming calls and emails to the appropriate person or department.
• Manage visitor sign-in procedures, maintain reception area presentation, and coordinate meeting room bookings where required.
• Receive, sort, and distribute incoming mail, courier packages, and other correspondence.
• Provide general administrative support, including filing, scanning, photocopying, document preparation, and data entry.

Office Administration and Supplies

• Monitor, order, and maintain adequate levels of office supplies, stationery, pantry items, and other consumables to support daily operations.
• Coordinate with vendors and service providers for office supplies, equipment maintenance, cleaning, repairs, and other administrative services.
• Maintain organized records of purchases, supplier invoices, delivery notes, and related administrative documentation.
• Support the upkeep of office equipment, common areas, and meeting spaces to ensure a clean, safe, and efficient work environment.
• Assist with planning and coordination of office events, meetings, staff activities, and internal communications as required.

Accounts Receivable Support

• Assist with the preparation, issuing, and filing of customer invoices, statements, and supporting documents.
• Monitor customer accounts and follow up on outstanding balances in a professional and timely manner.
• Record customer payments, maintain accurate accounts receivable records, and support reconciliation of customer accounts.
• Prepare accounts receivable schedules, ageing reports, and payment status updates for review by management or the finance team.
• Escalate overdue accounts, disputed balances, or collection concerns in accordance with company procedures.
• Maintain confidentiality and accuracy when handling customer financial information and related documentation.

General Administrative Support

• Maintain accurate filing systems, registers, logs, and administrative records, both physical and electronic.
• Assist with preparing reports, spreadsheets, letters, memos, forms, and other business documents.
• Support coordination of appointments, meetings, travel arrangements, and calendars as needed.
• Provide administrative assistance to management and other departments to support operational efficiency.
• Perform any other duties consistent with the role and reasonably assigned by management.

Qualifications and Experience

• Diploma, associate degree, or equivalent qualification in Business Administration, Office Administration, Accounting, or a related field.
• Minimum of 2 years’ experience in an administrative, receptionist, office support, or accounts receivable support role.
• Proficiency in Microsoft Office applications, particularly Outlook, Word, and Excel.
• Experience using accounting, invoicing, or enterprise resource planning systems would be an asset.
• Basic understanding of invoicing, customer accounts, receipts, and accounts receivable processes.

Key Skills and Competencies

• Professional telephone manner and strong customer service orientation.
• Excellent verbal and written communication skills.
• Strong organizational skills with the ability to prioritize tasks and meet deadlines.
• High level of accuracy, attention to detail, and confidentiality.
• Ability to work independently while supporting a wider team environment.
• Problem-solving skills and a proactive approach to office administration.
• Reliability, discretion, and a positive attitude.

Working Relationships

The Office Administrator will interact regularly with employees, managers, customers, suppliers, service providers, and visitors. The role also works closely with the finance team to support timely and accurate accounts receivable administration.

Performance Expectations

• Reception and visitor interactions are handled professionally and efficiently.
• Office supplies and administrative services are managed proactively to avoid operational disruption.
• Accounts receivable records and follow-ups are accurate, timely, and properly documented.
• Administrative records are maintained in an organized, complete, and confidential manner.
• Internal teams receive dependable support that contributes to the smooth running of the office.