Company Overview Our client is one of the main distributors of food, household products and personal care on the Island.
Executive Office Assistant is requested.
Job Summary Reporting to the General Manager, the Executive Office Assistant is responsible for performing a wide variety of administrative support services ranging from the complex to the routine, all of which contribute to the efficient and professional operation of the Administration Department.
The position will require confidentiality, appreciation and understanding of protocol, discretion, professionalism, and acceptance of responsibility.
Responsibilities and Duties Delivery Services: Coordinates with all delivery service providers to assure the Firm receives an accurate and prompt delivery service at reasonable prices. Office Cleaning Services: Monitor the cleaning service provider to ensure that the cleaning services is done on time and in accordance with the contract. Coordinates special services or office maintenance as requested by the People and Culture Director and Firm Administrator, in coordination with Facilities Assistant: Periodic clean up procedures Preventive maintenance Ensure that common areas, i.e., kitchen, bathrooms, and copy room, are tidy, organized, and properly stocked.
Inventories & Purchases: Processes purchases of office materials, office equipment, lounges, first aid, among others, as required and approved by the People and Culture Director and Firm Administrator.
Reception & Filling System: Coordinates and trains the receptionist's recurring tasks as to filing procedures, telephone system, delivery matters, postage, and mailing procedures. Coordinate the flow of work in case of absence of the Receptionist. Reviews the monthly staff directory and officially confirms it to the receptionist, who formally posts it to staff. Keeps close attention to the physical & electronic file procedures: Annually coordinates with the Facilities Assistant the cleaning of this group of files.
Selects and coordinates the destruction of files in storage.
Supervises the preparation of the lists of destroyed files. Keeps an update log of all destroyed files and files in the storage. Administrative Intranet: Keeps the Share Point and Administrative intranet platforms with administrative documents (invoices, contracts, services, among others).
Education Bachelor's degree in office administration Proficiency with Microsoft Office products (Excel, Word, Outlook, Power Point).
Superior knowledge of the English and Spanish languages with ability to proof read, edit and provide quality control of grammar, formatting and spelling on documentation.
Team player with a positive outlook and can-do attitude.
Confident and self-motivated with strong time management skills.
Proven track record of maintaining high integrity and confidentiality.
Strong analytical, problem solving & communication skills.
Ability to contend with multiple projects with attention to detail and accuracy.
3 or more years relevant experience within similar industry.
Powered by JazzHR