Administrative Assistant - Operations

Hiring company: Bahamas Grid Company Source: LinkedIn Bahamas The Administrative Assistant – Operations provides primary administrative and coordination support to the Senior Training Manager and the Technical Training Department, while also supporting the administrative needs of the Transmission & Distribution (T&D) Department at Bahamas Grid Company (BGC). The role supports timely submission of payroll information, accurate attendance and leave records, training administration, scheduling, and day-to-day departmental activities. Reporting to the Senior Training Manager, the position works closely with T&D managers, supervisors, instructors, Human Resources, and Payroll to maintain complete records, follow up on outstanding information, and coordinate operational and training activities in accordance with company procedures. Essential Functions Payroll and Timesheet Support • Collect and compile employee timesheets, attendance records, overtime submissions, and other approved payroll inputs within established deadlines. • Check submissions for completeness, accuracy, correct dates and hours, and required supervisor approvals; refer discrepancies for correction before submission. • Follow up with employees and supervisors on missing or late timesheets and escalate outstanding items to the Senior Training Manager. • Submit verified and approved payroll information to the designated HR or Payroll personnel and assist with resolving timekeeping queries and corrections. • Maintain an organized audit trail of submissions and approved amendments, protecting confidential employee and payroll information. Attendance and Leave Tracking • Maintain current records of attendance, approved vacation, sick leave, other leave, and absences for assigned employees. • Collect leave requests and supporting documents, route them for approval, and update trackers following authorization. • Reconcile leave records with HR records, report discrepancies, and flag scheduling conflicts or attendance concerns to the appropriate supervisor. Technical Training Administration • Coordinate training calendars, course bookings, participant rosters, invitations, reminders, and attendance confirmations with instructors and supervisors. • Arrange training rooms, equipment, materials, refreshments, and travel or site access requirements where applicable. • Prepare and distribute approved training materials, attendance sheets, evaluation forms, and certificates. • Maintain training records, assessment results provided by instructors, competency records, and certification expiry trackers; flag refresher and renewal requirements. • Assist with administrative arrangements for apprentice development, employee induction, practical assessments, and external training providers. • Compile training attendance, completion, outstanding requirements, and evaluation reports for the Senior Training Manager. • Support training expense tracking, requisitions, invoice documentation, and payment follow-up through approved company processes. Scheduling and General Administrative Support • Manage appointments, meeting schedules, training bookings, and departmental calendars; communicate changes promptly. • Coordinate proposed training dates with operational supervisors to support employee availability and operational coverage. • Prepare correspondence, reports, presentations, agendas, and meeting minutes; maintain action logs and follow up on deadlines. • Maintain accurate electronic and physical filing systems, contact lists, registers, and departmental records. • Respond to routine enquiries, direct requests to the appropriate personnel, and liaise with employees, vendors, and training providers. • Monitor office and training supplies, prepare requisitions, and coordinate approved orders and service requests. • Assist with departmental events, travel arrangements, visitor coordination, career fairs and other routine administrative needs. Records Compliance and Operational Support • Handle personal, payroll, leave, and training information discreetly and restrict access to authorized personnel. • Follow company recordkeeping, retention, safety, and approval procedures; assist with document retrieval for audits and reviews. • Identify administrative delays or recordkeeping gaps and recommend practical improvements to the Senior Training Manager. • Provide administrative support during emergency or storm response activities as assigned. • Perform other duties as assigned by the Senior Training Manager to support departmental and company operational needs, within the employee’s competence and applicable safety requirements. Other Requirements • Ability to meet payroll cut-off dates, training schedules, and other time-sensitive deadlines. • Willingness to work flexible hours when required by training activities, operational demands, or emergency response. • Ability to adapt to evolving systems and procedures and attend company sites or training venues as required. Physical Demands Primarily desk-based work involving extended computer use, sitting, and routine movement around the office. Occasional standing during training activities and handling of light files, supplies, and training materials may be required. Work Environment Primarily office-based, with occasional attendance at training facilities or operational sites. The role involves regular interaction with employees, supervisors, instructors, and service providers, and requires compliance with site safety rules and any required personal protective equipment. Qualifications • Minimum of an Associate degree in Business Administration, Office Administration, Human Resources, or a related field preferred; an equivalent combination of relevant training and experience may be considered. • At least two years of relevant administrative experience, preferably supporting operations, payroll documentation, timekeeping, or training coordination. • Experience maintaining attendance, leave, payroll input, or training records. • Proficiency in Microsoft Word, Excel, Outlook, and PowerPoint; familiarity with timekeeping, HR, payroll, or learning management systems is an advantage. • Experience in a utility, technical, construction, or similar operational environment is an advantage. Skills and Attributes • Strong organization, scheduling, follow-up, and time management skills. • Attention to detail, numerical accuracy, and reliable recordkeeping. • Clear written and verbal communication and a professional service approach. • Discretion and sound judgment when handling confidential information. • Ability to prioritize competing requests, work independently, and collaborate across departments.