Executive Office Assistant
Fulcro Talent Acquisition
- Guaynabo, PR
- Permanente
- Tiempo completo
- Coordinates with all delivery service providers to assure the Firm receives an accurate and prompt delivery service at reasonable prices.
- 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.
- Processes purchases of office materials, office equipment, lounges, firstaid, among others, as required and approved by the People and CultureDirector and Firm Administrator.
- 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.
- Keeps the Share Point and Administrative intranet platforms with administrative documents (invoices, contracts, services, among others).
- 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.