Position Summary:
IEM is looking for a
Full Time –
Administrative Assistant.
Primary Location:
Candidate must live a commutable distance to Guaynabo, Puerto Rico
Position will be a fully in office role, we cannot accommodate remote work from home
Essential Functions:
Read and analyze incoming memos, letters, and reports to determine their significance and distribute them appropriately.
Create and maintain project information in the project management system; create subcontracts, purchase orders, change orders, and their respective attachments; and generate transmittals per the Project Manager's request for plans and specifications and pay requests.
Correspond on routine inquiries with subcontractors and vendors at the beginning and throughout a project's duration.
Enter and maintain client and prospect data in an automated system.
Generate and edit contract-based documents through contract negotiations to produce final documents.
Answer and direct phone calls or take messages for appropriate parties.
Prepare agendas for meetings and make arrangements, such as coordinating catering for the committee luncheons and other meetings.
Perform general administrative duties such as but not limited to; filing, photocopying, taking, and distributing meeting minutes, managing schedules, coordinating travel arrangements, scheduling appointments with internal and external parties, providing back up to switchboard, ordering supplies, sorting, and distributing correspondence, and maintaining database records.
Minimum Qualifications:
Bachelor's Degree in Business Administration or related areas.
One (1) year of experience as an Administrative Assistant.
Knowledge of administrative and clerical procedures and systems such as word processing, e-mail, spreadsheets, and managing files and records and other office procedures at a proficient level.
Proficient in MS Office, basic knowledge, and ability to learn project management software and other related programs and systems.
Must be working locally from Puerto Rico
Benefits and more:
10 paid Holidays
Vacation Pay
Sick Pay
401 (K) plan with matching
Company paid STD and LTD
Why join IEM:
We are a woman owned company in Emergency Management that embraces teamwork, collaboration, flexible performance, actionable solutions and integrity/ethics. Our work touches everyone. We produce results that matter. Results that save lives – join us while we build a safe, secure and resilient world.
Our culture:
IEM believes in the greater good and it is our commitment to attract those who have excellent technical skills, creative minds and innovative ideas to keep propelling us forward.
IEM is an Equal Opportunity Employer including Vets and Disabled:
We are an Equal Employment/Affirmative Action employer. We do not discriminate in hiring on the basis of sex, gender identity, sexual orientation, race, color, religious creed, national origin, physical or mental disability, protected Veteran status, or any other characteristic protected by federal, state, or local law.
If you need reasonable accommodation for any part of the employment process, please contact Human Resources and let us know the nature of your request and your contact information. Requests for accommodation will be considered on a case-by-case basis. Please note that only inquiries concerning a request for reasonable accommodation will be responded to from Human Resources.
