Job Overview:
We are seeking a detail-oriented Administrative Assistant to join our team. The ideal candidate will provide administrative support and ensure efficient office operations.
Responsibilities:
- Assist and fully support the General Manger and management with any administrative support, which may include assistance with personal, confidential, and non-company specific matters.
- Manage office or other projects as instructed by the General Manager.
- Ensure the office is managed in compliance with local laws and inform the general manager of all requirements. – Permit of Use, Fire Department, merchant Registration, Certificate of Good Standing of all LLC’s)
- Manage the maintenance, mailing, shipping, supplies, bills.
- Manage price negotiations and relationships with vendors and service providers, ensuring that all items are dully invoiced and paid timely. This would include, hotel rates, insurance, flights for management, and so on.
- Responsible for proper documentation and filing systems (establish filing systems and ensure systems are maintained and current)
- Assist with lunches, and any other meals.
- Coordinate schedules, transportation and lodging of international clients and visitors.
- Ensuring the office is properly maintained, clean, at all times.
- Prepare and process travel/expense reports. – get final approvals from managers for travel expense reimbursement. Ensure all receipts are provided.
- Managing of corporate apartments.
- Insurance – make sure they are renewed yearly for office, all properties, vehicles.
- Coordinate/Assist with office projects/activities
- Office Building Management – Need to email the building management and administrator each time a delivery will be made, purchase of new parking space, renovation with days of anticipation.
Requirements:
- Proven experience as an administrative assistant or office admin assistant
- Knowledge of office management systems and procedures
- Excellent time management skills and ability to prioritize work
- Attention to detail and problem-solving skills
- Excellent written and verbal communication skills
- Strong organizational skills with the ability to multi-task
Skills:
- Proficient in MS Office (Word, Excel, Outlook)
- Experience with QuickBooks or similar accounting software is a plus
- Strong data entry skills
- Familiarity with basic clerical duties such as copying, scanning, filing, etc.
- Ability to handle phone systems effectively with proper phone etiquette
- Customer support experience is beneficial
- Basic event planning knowledge is advantageous
Job Type: Full-time
Pay: $31,650.00 - $33,857.00 per year
Benefits:
- Dental insurance
- Health insurance
- Paid time off
Schedule:
Experience:
- Clerical: 2 years (Required)
Ability to Commute:
- San Juan, PR 00907 (Required)
Work Location: In person