Overview
IEM is looking for a Full Time – Administrative Assistant to support project management and general office operations. This role involves handling a variety of administrative tasks including managing correspondence, maintaining project documentation, coordinating meetings, and supporting contract negotiations. The ideal candidate will be proficient in Microsoft Office, possess strong organizational skills, and be comfortable working in a fast-paced environment. This position requires local residency in Puerto Rico.
Location & Work Setting
- Live within a commutable distance San Juan, PR.
- Work in an office environment with a team.
Essential Functions
- Read and analyze incoming memos, letters, and reports to determine their significance and distribute them appropriately.
- Create and maintain project information in the project management system; create subcontracts, purchase orders, change orders, and their attachments; and generate transmittals per the Project Manager’s request for plans and specifications and pay requests.
- Correspond on routine inquiries with subcontractors and vendors at the beginning and throughout a project’s duration.
- Enter and update client data in designated automated systems, ensuring information is current and easily accessible.
- Draft, revise, and finalize contract-related documents throughout the negotiation process, ensuring accuracy and alignment with project requirements.
- Manage incoming phone calls by answering, directing to the appropriate parties, or taking detailed messages to ensure timely and accurate communication.
- Coordinate meeting logistics, including preparing agendas, arranging catering for committee luncheons and other meetings, and ensuring all necessary materials and resources are available.
- Perform general administrative duties such as filing, photocopying, taking and distributing meeting minutes, managing schedules, coordinating travel arrangements, scheduling appointments with internal and external parties, providing back up to switchboard, ordering supplies, sorting, and distributing correspondence, and maintaining database records.
Minimum Qualifications
- Experience: One (1) year of experience as an Administrative Assistant.
- Knowledge of administrative and clerical procedures and systems such as word processing, e-mail, spreadsheets, and managing files and records and other office procedures at a proficient level.
- Proficient in MS Office, basic knowledge, and ability to learn project management software and other related programs and systems.
- Must be working/living locally in Puerto Rico.
Benefits And More
- 10 paid Holidays
- Vacation Pay
- Sick Pay
- 401 (K) plan with matching
- Company paid STD and LTD
Equal Employment Opportunity
All IEM employment decisions, including recruiting, hiring, placement, training availability, promotion, compensation, evaluation, disciplinary actions, and termination of employment, if necessary, are made without regard to an individual’s race, color, religion, creed, sex (including sexual orientation, gender identity, and gender expression), national origin, ancestry, age, physical or mental disability, medical condition, genetic information, pregnancy (including childbirth and related medical conditions), marital status, military or veteran status, citizenship or immigration status, or any other characteristic protected under applicable law.
Reasonable Accommodation
IEM is committed to providing reasonable workplace accommodation for individuals with disabilities. If you require assistance or reasonable accommodation during any part of the application or employment process, please email IEMhumanresources@iem.com with specific details about the requested accommodation. All accommodation requests are reviewed case-by-case in compliance with applicable law.
Job Details
- Seniority level: Entry level
- Employment type: Full-time
- Job function: Administrative
- Industries: Business Consulting and Services