Administrative Assistant

Job Description – Admin Assistant & Fiji Point of Contact (JMR Pacific)

Role summary Item Detail

Job title -Administrative Assistant – Fiji (Local Point of Contact)

Location - Suva, Fiji (office-based or hybrid, with local travel)

Reports to- Regional Manager – Pacific; day-to-day coordination with JMR finance, legal, HR and admin teams in India

Engagement- Full-time, 40 hours per week (part-time of 20–30 hours possible for initial phase)

Working hours- 10:00 a.m. – 6:00 p.m. Fiji time, giving overlap with India until 11:30 a.m. IST; occasional early-morning or evening calls as needed

Level- Junior / entry level (1–3 years' experience)

Travel-Mainly within Viti Levu (Suva–Nadi–Lautoka); occasional outer islands

Purpose of the role

The Administrative Assistant is JMR Infotech's on-the-ground contact in Fiji. The role handles entity administration, government and bank follow-ups, document handling and visitor logistics, so the Regional Manager can focus on sales, customers and partners.

The role acts on JMR's behalf only for tasks assigned in writing and within the authority limits set out below. It does not sell, negotiate or make commercial commitments.

Key responsibilities

1. Fiji entity administration and compliance

• Maintain the Fiji entity's statutory calendar: annual returns, business license renewals, Investment Fiji reporting, and FRCS (tax) and FNPF filing deadlines.

• Prepare, collect and lodge documents with the Registrar of Companies, Investment Fiji, FRCS, FNPF and municipal councils, as directed by JMR finance and legal teams.

• Follow up on pending applications, registrations, permits and certificates, and report status weekly.

• Keep an organized physical and digital register of company records, contracts, licences and correspondence.

• Receive, scan and forward incoming official mail, notices and courier items the same day.

2. Banking and finance support

• Act as the local liaison with the company's bankers for document submission, signature collection, account maintenance requests and branch visits.

• Collect and submit supplier invoices, receipts and supporting documents to JMR finance in India.

• Handle local petty cash and payments within approved limits, with a monthly reconciliation.

• Get local quotations for office supplies, services and vendors when requested.

3. Government and external liaison

• Serve as the day-to-day contact for Investment Fiji, government agencies, landlords, service providers and industry bodies on routine matters.

• Book and attend routine appointments on JMR's behalf, take notes and share a written summary.

• Track local regulatory notices, public holidays and business-relevant announcements and flag them to the Regional Manager.

4. Visitor, travel and event logistics

• Arrange local logistics for JMR staff and guests visiting Fiji: airport pickups, hotels, ground transport, meeting rooms, SIM cards and site-access passes.

• Help with visa and work-permit paperwork for visiting staff, working with JMR HR and immigration agents.

• Organize client meetings, workshops and events locally: venues, catering, equipment and attendee lists.

• Provide on-ground help during client and partner visits in Fiji.

5. Office and sales-administration support

• Manage the Fiji office or co-working arrangement, utilities, phone and internet, and the asset register.

• Manage the Regional Manager's calendar and coordinate meetings across Fiji and India time zones.

• Support bids administratively: buy tender documents, register on procurement portals, print, bind, notarise and physically deliver bid submissions before deadlines.

• Keep contact lists, meeting minutes and the CRM or ClickUpd records up to date as directed.

• Prepare simple reports, letters, presentations and spreadsheets in English.

Authority limits

The role represents JMR for administrative purposes only. Anything not listed under "Can do" needs written approval from the Regional Manager or JMR leadership. Can do on JMR's behalf Cannot do

Submit and collect documents already approved and signed by authorized signatories

Sign contracts, bids, statutory returns or bank instructions

Attend routine government, bank and vendor

Negotiate prices, terms or commitments with

Can do on JMR's behalf Cannot do

appointments

clients, partners or vendors

Spend petty cash within the approved monthly limit

Approve payments or open, close or change bank accounts

Book travel, venues and services against approved budgets

Speak to media or make public statements for JMR

Share approved, non-confidential information

Share client, pricing or employee data without clearance

A limited, task-specific letter of authority or power of attorney may be issued for named filings. Each is revoked once the task is complete.

Candidate profile

Essential

• Fiji citizen or permanent resident, based in or near Suva, with the right to work locally.

• Diploma or degree in business administration, office management, commerce or a related field.

• 1–3 years' experience in an office, administrative, front-desk, banking-operations or corporate-services role.

• Practical familiarity with Fiji government offices such as the Registrar of Companies, FRCS, FNPF, Investment Fiji or municipal councils.

• Strong written and spoken English; iTaukei or Fiji Hindi is an advantage for local liaison.

• Confident with Microsoft Office or Google Workspace, email, video calls and scanning documents.

• Organized, reliable and discreet with confidential documents and money.

• Valid Fiji driver's license and willingness to travel locally.

Preferred

• Experience with a foreign-owned company, accounting or law firm, corporate secretarial firm or bank.

• Exposure to tenders, procurement portals or bid submissions.

• Experience organizing visits, events or travel for senior staff.

Selection checks

• Written exercise: a short status-update email and a document checklist for a company filing.

• Interview with the Regional Manager and a JMR India admin or HR representative.

• Two professional references and a Fiji Police clearance certificate before the offer is confirmed.