POSITION SUMMARY

The Administrative Assistant keeps TalentBox's HR, recruitment and payroll operations running smoothly and on time. The role coordinates with clients, schedules and manages interviews, handles employee onboarding and offboarding, and supports each payroll cycle.
The successful candidate works daily in the HRIS, the Applicant Tracking System (ATS) and Microsoft 365, particularly SharePoint and Teams. They are organised, discreet with confidential information, and confident dealing with clients, candidates and team members.

KEY DUTIES AND RESPONSIBILITIES

1. Client Coordination

Serve as a day-to-day point of contact for client requests, queries and staffing updates.
Receive and log client time and attendance submissions, and follow up on missing or late data.
Schedule and coordinate client meetings, site visits and calls on Teams; prepare agendas and take minutes.
Keep client files, contracts and contact details current.
Escalate client concerns promptly and track them to resolution.

2. Recruitment and Interview Coordination

Schedule interviews across candidates, clients and internal interviewers, managing calendars and time conflicts.
Send interview invitations, confirmations, reminders and Teams meeting links.
Post vacancies and update candidate status and notes in the ATS.
Screen applications against basic requirements and shortlist for review.
Coordinate assessments, reference checks, police records and medical examinations.
Send regret letters and keep candidates informed at each stage.

3. Employee Onboarding and Offboarding

Prepare onboarding packs, offer letters, contracts and job letters for review and signature.
Collect and verify new-hire documents, including ID, TRN, NIS, NHT, bank details, police record and references.
Set up new employee profiles in the HRIS and ensure records are complete before the first payroll.
Schedule and support orientation sessions and track completion of the onboarding checklist.
Process offboarding: resignation or separation letters, return of company property, final pay information and exit documentation.
Update the HRIS promptly to reflect all starters, movers and leavers.

4. Payroll Support

Compile and check time and attendance data against schedules and clock-in records before each payroll run.
Input hours, leave, overtime, allowances and deductions into the HRIS / payroll system.
Flag discrepancies and support reconciliation with the payroll lead.
Prepare supporting reports and invoice backup for client billing.
Maintain leave balances and respond to employee pay and leave queries.
Help ensure payroll is processed within the required cycle for bi-weekly and monthly schedules.

5. HR Records and Systems

Maintain accurate, confidential employee files in the HRIS and on SharePoint.
Organise and manage SharePoint folders and document libraries, with correct access permissions.
Track probation end dates, contract renewals, certification expiries and document deadlines.
Produce HR reports such as headcount, turnover, attendance and leave.

6. General Administration

Draft, format and proofread letters, memos, reports and forms on company letterhead.
Create PowerPoint presentations for client meetings, proposals and staff orientation.
Manage calendars, emails and phone calls for the HR & Operations team.
Coordinate office supplies, courier deliveries and vendor requests.
Support team communication and collaboration through Teams channels.
Perform other related duties as assigned.

QUALIFICATIONS AND EXPERIENCE

Required

A degree in Psychology with at least 1 year of relevant experience; or 5 CXC/CSEC subjects, including Mathematics and English Language, with 2–3 years of relevant experience.
Strong skills in the Microsoft Office Suite, especially SharePoint and Teams.
Proven experience in client coordination.
Experience with employee onboarding and offboarding.
Experience scheduling and coordinating interviews.
Experience providing payroll support.

Distinct Advantage

Experience using a Human Resource Information System (HRIS) or an Applicant Tracking System (ATS).

Preferred

Certificate, diploma or associate degree in Business Administration, Human Resource Management or Office Administration.
Working knowledge of Jamaican statutory deductions: PAYE, NIS, NHT, Education Tax and HEART/NSTA.
Experience in a staffing, recruitment or Employer of Record environment.