Administrative Assistant

Department

Administration

Location

342 San Luis St., Suite 304, San Juan, PR 00920

Position

Administrative Assistant

Reports to

María Miranda De Jesús

Title

HR & Finance Director

Position type:

Full time

Part time

Contract

In house

Shift hours: 40 weekly

Operating: Monday to Friday: 8:00 am to 5:00 pm

Extent

No extent

General purpose

The Administrative Assistant is responsible for providing high-level administrative support to the organization and its Human Resources, Finance and Operations departments. He will collaborate as the main intermediary to channel any request from a visitor, client, employee and manager of the company. It includes providing support to assist with daily office needs and managing the general administrative activities of our company. Contribution in the improvement of processes, the structure of the company and the final results of the organization, by improving the quality of service and customer satisfaction, reducing costs, and modernizing work processes.

RESPONSIBILITIES AND COMPETENCES

- Collaborates with the coordination and planning of internal and external meetings

* Logistics to organize meeting place, food services, equipment, etc.

- Manage confidential files and documents

- Coordination and administration of trips, flight reservations and lodging

- Maintenance of company contacts database

- Carrying out and coordinating inventory of purchases, office supplies and equipment, cafeteria service, first aid kit or others as required

- Channel phone box, answer and transfer calls

- Manage conference availability and use

- Write and distribute emails, correspondence notes, letters, faxes and forms

- Distribute received correspondence

- Realization of virtual calendars of meetings and reminder events

- Coordinate the internal and external messaging of the company

- Attend visits

- Supervise Maintenance personnel and fulfillment of tasks

- Creation and drafting of documents

- Any other task designated by your supervisor or immediate manager, not limited to the aforementioned

WORK EXPERIENCE REQUIREMENTS

- Minimum of 1 to 2 years of experience in Reception or Administrative Assistant

- Knowledge of office management systems and procedures

- Practical knowledge of office equipment, such as printers, laminating machine, binding process, among others

- Time management, punctuality, and sense of urgency

- Analytical, methodical, and numerical ability

- Highly attentive to detail, organized, honest, ethical and responsible

- Mastery of Microsoft Office programs

- Trained to work under pressure and able to respond to high volume of work

- Ability to work in a team

- Good verbal and written communication, interpersonal and problem solving

- Experience in planning, coordinating and managing activities

- Demonstrated ability to manage time and prioritize tasks to meet stipulated deadlines

- Ability to reserve confidentiality regarding business and company affairs

- Attention to detail and ability to solve problems

- Results oriented

- Possess high professionalism and ability to deal with clients and colleagues

Academic requirements

- University studies in Business Administration

DEMANDS

- I work mostly seated for approximately 7 to 8 hours to be able to successfully fulfill essential functions

- Number of people directly supervised 2 maintenance people

- Exposed to use of computerized equipment at all times to perform its functions

- Vision, speaking and listening are required to perform their functions and capable of being understood

- Be available to work overtime in cases of operational need that may be required

- Travel requirement if necessary, to the Dominican Republic facilities

APPROVED by

Maria Miranda De Jesús

Title

HR & Finance Director

Employee sing

Date