Administrative Assistant

Department: Restoration

Employment Type: Full Time

Location: Ponce, Puerto Rico

Compensation: $19.00 - $20.00 / hour

Description

Key Responsibilities

• Provide administrative support to the Project Administrator and Project Accountant II. 
• Answer phone calls, respond to emails, schedule meetings, maintain calendars, and prepare correspondence and meeting materials.  

• Maintain accurate and organized electronic and hard-copy project files. 
• Scan, file, archive, and organize project documentation for billing, audits, reporting, and closeout.  

• Enter and update project information, purchase orders, invoices, and other project data in company systems. 
• Maintain project logs, reports, spreadsheets, and databases while ensuring documentation is complete and accurate. 
• Verify documentation is complete before routing for review or approval. 
• Assist with purchase orders, vendor invoices, and supporting documentation.
• Coordinate with project teams, vendors, customers, and internal departments to obtain required documentation.  

• Order and maintain office and project supplies. 
• Maintain confidentiality of project, financial, and company information. 
• Perform general office administration and other duties as assigned.    

Skills, Knowledge and Expertise

• 1-3 years of administrative or operations support experience, preferably in construction, restoration, or logistics. 
• Experience managing schedules, compliance tracking, and administrative coordination for field-based teams.

• Organization: Strong time management and scheduling abilities with keen attention to detail.
• Communication: Strong written and verbal communication skills with the ability to interact with leadership, project teams, vendors, and field personnel.
• Technology: Proficient in Microsoft Office Suite (Excel, Outlook, Word, PowerPoint) and scheduling or project management tools; experience with ERP systems preferred.
• Data Management: Skilled in maintaining databases, tracking systems, and compliance documentation.
• Team Support: Collaborative and service-oriented, with the ability to work across multiple departments.

• High school diploma or equivalent.
• Preferred: Associate or Bachelor degree in Business Administration, Management, or related field. 

• Understanding of operations, scheduling, and project coordination.      
• General understanding of construction or restoration project workflows and field staffing structures.
• Awareness of safety, HR, and compliance documentation processes.

• Dependable: Reliable and consistent with meeting deadlines and maintaining accurate records. 
• Proactive: Takes initiative in identifying scheduling or compliance needs before issues arise.
• Professional: Maintains a high standard of professionalism in communication and demeanor.
• Detail-Oriented: Ensures accuracy in documentation and scheduling tasks  

• Bilingual (English/Spanish) preferred.