Overview
ADMIN ASSISTANT Jobs in Guaynabo, PR at First Health Care of Puerto Rico
Administrative Assistant Job Description
An administrative assistant provides essential support to teams and departments within an organization, ensuring that day-to-day operations run smoothly. This role involves handling a variety of clerical, organizational, and operational tasks to support both the efficiency of the office and the team members.
Key Responsibilities:
Office Administration
Manage day-to-day office operations, including ordering supplies, maintaining office equipment, and managing office facilities. Responsible for overseeing purchase orders and approvals.
Ensure the smooth functioning of the office by coordinating internal activities and assisting with any operational issues.
Scheduling and Calendar Management
Arrange appointments, meetings, and conferences for management.
Maintain calendars, set reminders, and resolve scheduling conflicts.
Prepare meeting rooms and materials, including agendas, presentations, and minutes.
Communication and Correspondence
Answer phone calls, take messages, and direct inquiries to the appropriate personnel.
Draft, proofread, and send emails, letters, and other correspondence on behalf of management.
Handle incoming and outgoing mail, packages, and deliveries.
Document Preparation and Filing
Prepare reports, presentations, and other documents as required.
Ensure that documents are accurately filed and up to date.
Meeting and Event Coordination
Organize logistics for meetings, workshops, and corporate events, including venue bookings, catering, and attendee management.
Assist with event promotion and registration (internal or external events).
Prepare meeting materials such as presentations, reports, and handouts.
Customer and Client Relations
Greet clients and visitors and provide them with the necessary information or direct them to the appropriate person.
Handle client or vendor inquiries professionally and follow up as needed.
Maintain positive relationships with key stakeholders.
Financial and Budget Support
Assist with tracking and processing invoices, receipts, and expense reports.
Maintain records of office budgets and expenditures.
Travel and Logistics
Arrange travel, accommodations, and itineraries for staff or visitors.
Prepare travel schedules and provide assistance with travel-related documents (e.g., tickets, accommodations).
General Support
Provide administrative support to various teams, including Executive Leadership, finance, and public relations.
Assist with ad-hoc projects or tasks, depending on business needs.
Handle special assignments and research as directed by management.
Key Skills and Qualifications:
Organizational Skills: Ability to manage multiple tasks efficiently and meet deadlines.
Communication Skills: Clear written and verbal communication skills for interacting with staff, clients, and visitors.
Technical Proficiency: Familiarity with office software (e.g., Microsoft Office Suite, Google Workspace) and basic knowledge of office equipment.
Attention to Detail: Ability to maintain accuracy in data entry, document preparation, and file management.
Problem-Solving Skills: Ability to think on your feet and find solutions to challenges as they arise.
Customer Service: A friendly, professional demeanor and a helpful attitude when interacting with clients or staff.
Time Management: Proficient in managing your time and prioritizing tasks effectively.
Discretion and Confidentiality: Handling sensitive information with respect and professionalism.
Education and Experience Requirements:
Education: A high school diploma or equivalent is required. A college degree in business administration, communications, or a related field is preferred.
Experience: Previous experience in an administrative role is desirable, but not required.
Job Type: Full-time
Pay: $15.00 – $20.00 per hour
Benefits:
401(k) matching
Employee assistance program
Flexible schedule
Retirement plan
Schedule:
8 hour shift
People with a criminal record are encouraged to apply
Work Location: In person
Title: ADMIN ASSISTANT
Company: First Health Care of Puerto Rico
Location: Guaynabo, PR
