Administrative Assistant

We are looking for someone like you, with attention to detail, highly organized, proactive, and excellent written and verbal communication skills.

On Point Strategy might be your place if you are a highly creative person who embraces change with curiosity in a fast-paced environment. Join us, and dare to make a difference with your knowledge, experience, detail orientation, and technological & communication skills. Check out this full-time opportunity to perform as an Administrative Assistant in a creative and dynamic work scenario. Must be located in Puerto Rico and go to the office every week.

Here is what you need to know:

Job Overview: The Administrative Assistant will play a crucial role in supporting the office's efficient operation by performing various administrative tasks. The ideal candidate will be organized, detail-oriented, and capable of managing multiple responsibilities. The position involves regular communication with various internal and external stakeholders and requires a proactive and resourceful approach to problem-solving.

Key Responsibilities:

Mail Management:

• Send the monthly meter reading to IGM Corp. for the duplicator.
• Prepare and send correspondence as needed, including processing forms, digitizations, and certified mail. Complete forms and visit the post office for mailings.

Correspondence Handling:

• Digitize incoming correspondence and distribute it to the relevant parties as needed.
• Maintain an inventory of supplies/materials, submitting monthly reports to Office Administration for purchasing purposes.

Office Maintenance and Protocols:

• Supervise cleanliness and ensure proper functioning of office equipment.
• Enforce office protocols and maintain overall office order.

Deposits:

• Manage the deposit of paper checks as needed.

Petty Cash Management:

• Maintain the petty cash balance and prepare monthly transaction summaries.
• Notify the accounting department when the petty cash fund is depleted.

Procurement and Purchase Validation:

• Obtain quotes for necessary materials or equipment as needed.
• Receive and validate purchases based on requirements.

Invoice Processing:

• Monitor the invoice approval process by consultants and notify accounting when approved.
• Record received invoices, ensure relevant managers are copied for approval, and save approved invoices on SharePoint.

Client Invoices:

• Send draft invoices to managers for approval.
• Download backup reports and create/edit PDFs with authorization.
• Obtain the CFO's approval for digital signatures.
• Manage the CFO's signature for original invoices.
• Digitize and save invoices in SharePoint.
• Notify accounting to place invoices in tax platforms.

Certification Management:

• Ensure certifications for contracting are up-to-date.
• Send reminders to accounting for certification requests from various authorities.
• Manage certifications from agencies such as ASUME and Puerto Rico Labor & Human Resources Department.

Document Filing:

• Organize and file proposals, invoices, and other client-related documents on SharePoint.
• Save a copy of each invoice in the respective client's file.

Specialized Certifications:

• Manage specialized certifications for the company annually, including but not limited to the Registrar of Bidders, Professionals Registry, PRMSDC, and others.
• Complete applications, submit required documents and follow up as needed.

Insurance Management:

• Manage commercial, commercial auto, and professional liability insurance.
• Complete applications and submit required documentation.

Complete any other task required by management.

Qualifications:

• Proven experience in administrative roles.
• Excellent organizational and multitasking abilities.
• Strong communication and interpersonal skills.
• Proficient in Microsoft Office Suite and other relevant tools.
• Fully Bilingual in English and Spanish required.

Equal Employment Opportunity Employer