Office Clerk

Job Title: Office Clerk Department: Administration Reports To: CEO / COO Location: Grand Cayman

Job Summary

The Office Clerk supports the daily clerical operations of the janitorial services company. This includes managing employee records, assisting on work permits, payroll coordination, scheduling, and liaising with government bodies and service providers. The clerk also handles entries in QuickBooks, clients schedules in Housecall Pro, and supports employee insurance and pension compliance.

Key Responsibilities

Employee Records & Documentation Prepare, issue, and track employment contracts, work permit applications, renewals, and compliance forms.

Draft employment letters, job verifications, and official company communication.

Maintain accurate and secure digital and physical employee records.

Onboarding & HR Support Oversee the collection of job applications, resumes, police clearances, medicals, and other employment requirements.

Track contract timelines, probationary periods, and permit validity.

Coordinate employee signatures and document returns.

Scheduling & Timekeeping Manage daily timesheets and monitor attendance, vacation, and overtime hours.

Communicate cut-off periods and submission deadlines to employees.

Verify and cross-check timesheets for payroll and client invoicing accuracy.

Payroll & Financial Coordination Input and update records in QuickBooks for salary payments, expenses, and balances.

Track fuel allowances, commissions, and unpaid amounts.

Communicate deductions, pay periods, and payroll updates to staff.

Client Scheduling Use Housecall Pro to manage and confirm client appointments and job assignments.

Coordinate job updates and rescheduling based on employee availability.

Insurance & Pension Compliance Collect and submit employee insurance and pension forms to the appropriate agencies.

Assist in transitions to new insurance providers and confirm employee contributions.

Internal Communication & Support Act as liaison between employees and management for all administrative matters.

Provide timely updates through WhatsApp, email, or internal memos.

Assist with government correspondence, updates, and documentation as needed.

Qualifications

College graduate (preferably in Business Administration, Office Management, or related field)

Prior experience in an administrative or clerical role

Proficient in Microsoft Office, QuickBooks, and mobile communication platforms

Familiarity with Housecall Pro or similar scheduling software is an asset

Strong organizational skills, attention to detail, and ability to manage sensitive information confidentially

Knowledge of Cayman Islands labor regulations regarding insurance, pensions, and work permits is a plus