The Administrative Assistant will be supporting role to the functions of the assigned department concerning the day-to-day operations of each of department areas. Be proactive in the management and support of data sensitive records, internal and external updates of information as required, department expenses/recordkeeping, invoices, and purchase orders (PO) processing, among other areas. In addition, to support the department and the team, the Administrative Assistant will be working to meet the department milestones by:
Provide support to the department's analyst in the preparation of reports monthly and maintaining market share information.
Prepare and share with the team the corresponding compliance reports.
Prepare all contracts and complete the process for signing contracts with the regulatory agencies and with other departments of the company.
Coordinate external services with the defined providers.
Process all supplier invoices for department's areas.
Responsible for the preparation of the Purchase Orders and the Purchase Requisitions.
Manage and update the internal software maintaining the accuracy of all information required.
Manage notification process for internal and external customers.
Prepare and keep updated vacation schedules for the department.
Prepare letters and notifications for internal and external customers.
Responsible for assisting with the expense report preparation and submission to the accounting department.
Manage the returned checks and direct debits program,
Provide support to the team on efforts and business activities to increase departments incomes.
Provides support to the sales team regarding related tasks.
Responsible for supporting the coordination of company related training for internal and external personnel.
Other tasks that may be assigned by management.
EXTERNAL CANDIDATE PROFILE
Degree in Office Systems / related fields or significant experience in the disciplines of management, marketing, and administration.
Minimum of 2 years' experience in a similar position.
Working knowledge and experience in retail network, commercial, and marketing activities.
Excellent communication skills including interpersonal skills.
Possess proven team-oriented, organizational and proactive skills.
Fluent in English and Spanish, both written and spoken a must.
Proficient knowledge of Microsoft Office (PowerPoint, Excel, Word)
Adequate management of confidential matters is strongly required.
Ability to work in a fast-paced environment with adaptability to prioritize tasks as needed.
Job Type: Full-time
Pay: $13.00 - $14.00 per hour
Expected hours: 40 per week
Benefits:
Dental insurance
Health insurance
Life insurance
Paid time off
Vision insurance
Schedule:
Monday to Friday
Ability to Relocate:
Trujillo Alto, PR: Relocate before starting work (Required)
Work Location: In person