VPC Development Management Group

Administrative Assistant

Toa Baja Municipio, PR

Part-time, Full-time, Contract

$24,960-$31,200

About This Job

We are looking for an administrative assistant to support our staff on the following tasks:

•

Develop and maintain an effective filing system for each assigned project. Organize files, photos and documents, both physical and electronic, following established company procedures. Maintain control of the documents received. Keep all project documentation on file, including, but not limited to: technical literature, warranty certificates, change orders, shop drawings, referrals for clarification or information, plans, samples, laboratory results, daily and monthly reports, letters, minutes, among others.

•

Compile daily, monthly reports and related documents from the manager and field inspectors. Provide follow-up to the parties involved in the case of non-compliance on the delivery dates of said information, as stipulated in the procedure.

•

Manage all required data from the system, meaning daily reports, photos and all necessary information on each road, with the stipulated recurrence, so that they are received by our client promptly with complete information. Create and maintain an up-to-date data entry control system.

•

Carry out administrative tasks such as filing, typing, copying, binding, scanning, etc. Perform office work, such as preparing letters, worksheets, tables, databases, presentations, document formats, among others, using MS Office technological applications (Word, Excel, PowerPoint, etc.) and others. Produce and distribute memos, letters, faxes and forms. Write letters and emails on behalf of office staff, as required.

•

Review and respond to emails and phone calls and queries, offering guidance and channeling information to relevant people. Ability to communicate effectively via phone and email ensuring all tasks are completed accurately and delivered with high quality and in a timely manner.

•

Study and become familiar with all project documentation, including, but not limited to: technical literature, shop drawings, technical specifications, uniform general conditions, clarification or information referrals, scope of work as established in the contract, etc. so that the resource is completely familiar with the work that will be carried out on the project.

•

Coordinate office procedures. Develop and update administrative systems to make them more efficient.

•

Assist in the preparation and submission of all required reports, certifications, invoices and estimates.

•

Attend weekly meetings, and those as required, and record minutes accurately.

•

Contribute to the team effort by achieving related results, as necessary.

•

Maintain effective communication between all components of the organization, internal and external.

•

Maintain confidentiality at work and comply with policies and procedures and instructions provided.

•

Other tasks related to the position, as required.

Previous experience as an Administrative Assistant is required. Must have knowledge in Microsoft Office software (specially on Word and Excel), and be familiarized with data management systems. Must have fluent verbal and written communication skills.

If the person is able to commute, we could make this a full-time opportunity. Project offices are located at Carolina, Levittown (Toa Baja, PR) and Bayamón, PR.

Job Types: Full-time, Part-time, Contract

Pay: $12.00 - $15.00 per hour

Schedule:

•

Day shift

•

Monday to Friday

Work Location: In person

Administrative Assistant

About This Job

Job Types: Full-time, Part-time, Contract

Pay: $12.00 - $15.00 per hour

Schedule:

Work Location: In person

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