JOB SUMMARY
The purpose of this position is to provide business operations administrative support to a department and/or manager.
ESSENTIAL DUTIES AND RESPONSIBILITIES
Types, formats, and produces documents such as proposals, presentations, correspondence, and standard reports.
Establishes and maintains record keeping and filing systems.
Maintains calendar and contact database, schedules appointments, completes travel or conference arrangements and may arrange meetings and conferences for an assigned work group.
Support the FM Regional Team in Puerto Rico and sites in SE United States with administrative duties that include: Conducting research, updating databases, contractor management (ISN, GRMS, compliance, safety, invoicing, etc), HSE compliance, security support services, work with FM with work order oversight (planning & scheduling, client coordination), and may include facility inspections and audits.
Completes expense reports and handles reconciliation of receipts for a designated work group.
Responsible for opening, sorting, prioritizing and distributing inbound mail. Coordinates services for outbound mail.
Receive, inventory and stock general supplies (office, kitchen, etc)
Greet customers, visitors and customer visiting the client site. Duties will also include security check in, safety review and directing visitors to appropriate place/person.
Answers phone calls with regards to inquiries, researching and resolving problems requiring knowledge of department policies and procedures.
Other duties may be assigned.
SUPERVISORY RESPONSIBILITIES
No formal supervisory responsibilities in this position
QUALIFICATIONS
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
EDUCATION and EXPERIENCE
High school diploma or general education degree (GED) and a minimum of five years of related experience and/or training.
CERTIFICATES and/or LICENSES
None
COMMUNICATION SKILLS
Ability to comprehend and interpret instructions, short correspondence, and memos and ask clarifying questions to ensure understanding. Ability to write routine reports and correspondence. Ability to respond to common inquiries or complaints from clients, co-workers, and/or supervisor. Ability to effectively present information to an internal department and/or large groups of employees.
Bilingual (Spanish & English) language required
FINANCIAL KNOWLEDGE
Requires general knowledge of financial terms and principles. Ability to calculate simple figures such as percentages.
REASONING ABILITY
Ability to understand and carry out general instructions in standard situations. Ability to solve problems in standard situations. Requires basic analytical skills.
OTHER SKILLS and ABILITIES
Intermediate experience with Microsoft Office Suite and experience with data bases
SCOPE OF RESPONSIBILITY
Decisions made with general understanding of procedures and company policies to achieve set results and deadlines. Errors in judgment may cause short-term impact to co-workers and supervisor.
