Experienced Administrative Assistant -- Energy & Industrial Generation Group Support
Sargent & Lundy
- San Juan, PR
- Permanente
- Tiempo completo
- Have strong oral and written communication skills. Able to listen to clients’ questions, anticipate their needs, and satisfy every inquiry.
- Serve as the focal point for administrative and documentation activities, scope, and budget requirements of assigned projects.
- Implement invoicing procedures.
- Track, review, issue, and edit invoices.
- Define invoicing data types and maintain databases.
- Upload and archive invoice data as defined by company and client standards.
- Edit procedures, review calculations, and other project-related documents per Sargent & Lundy's and/or client requirements.
- Prepare documents and drawings for transmittal and document storage. This could include, drafting correspondence, data entry, copying/distribution, document tracking, and electronic filing.
- Gather the appropriate information to generate reports for your assigned projects.
- Assist with time entry and prepare expense reports for approval.
- Ensure the operation of equipment by completing preventive maintenance requirements, calling for repairs, and maintaining equipment inventories.
- Coordinate FedEx/messenger/USPS/UPS and other deliverables as necessary.
- Maintain supplies inventory by checking stock to determine inventory level, anticipating needed supplies, and placing orders.
- Plan internal and external office events and celebrations.
- Excellent work ethic, communication skills, and the ability to multitask.
- The ability to lift 50 pounds.
- Other tasks and projects as assigned.
- This position requires a high school diploma, or equivalent.
- Five or more years of experience working in an office environment in administrative tasks/responsibilities.
- Prior experience should include working in a professional environment and meeting established production and accuracy goals.
- Understanding of basic principles of accounting and bookkeeping.
- Great time management, detail-oriented, with experience driving process improvement.
- Excellent communication skills (including writing and editing skills).
- Proficiency in Adobe Acrobat/PDFs and Microsoft 365 (Word, Excel, Outlook, and PowerPoint).
- Must be bilingual in both English and Spanish.
- Candidate must be flexible, a team player, a self-starter, and open to occasional overtime.
- Must attend to the San Juan, PR office five days per work week.