Location: Arecibo, PR
Shift: Administrative (8:00 AM - 5:00 PM)

Main Purpose of the Role:
To assume the duty of clerical and administrative support for senior and middle management members in order to optimize workflow procedures in the office. To assist colleagues and executives by supporting them with planning and distribution of tasks, activities and information. To perform work of confidential nature and relieve his/her immediate supervisor of designated routine administrative details.

Responsibilities:

• Enhances office effectiveness by providing information management support.
• Maintains site-wide Communication Program (including: remote digital communication systems, TV’s, communication boards, etc.) and coordinates communication information cascades of site-wide nature to functional area communication leaders.
• Produces information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, graphics and other complex documents and records; often of confidential nature.
• Prepare all the documents and reports with a minum of errors and on time, as assigned.
• Screen incoming calls and correspondence and responds independently when possible.
• Maintain the file system in order and on an ongoing basis.
• Arranges programs, events or conferences and coordinates logistics including, but not limited to: travel, lodging, venues, meals, room setup, welcome letters, agendas, gifts, coordination with counterparts, etc.
• Coordinate travel arrangements and associated expense reports for direct supervisor and/or other management members.
• Coordinate supervisor's activity schedule and make sure he/she meets established calendar.
• Prepare records such as agenda, notices, minutes, monthly/quarterly presentations and resolutions for site, divisional and corporate meetings.
• Deals effectively with all levels of the organization and with contacts outside the company.
• Maintains office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; and verifying receipt of supplies.
• Manages internal purchase orders for site-wide expenses such as meals, offsite events, office expenses; among others.
• Maintains technical knowledge by attending educational workshops and reading secretarial publications.
• Contributes to team effort by accomplishing related results as needed.

Qualifications:

• Bachelor's Degree in Secretarial Science or an equivalent field.
• 3 to 5 years experience in secretarial/administrative functions.
• Required: Proficiency in Excel, report creation and automation.*
• Excellent writing and verbal communication skills in both English and Spanish.
• Proficient with Word, Excel, Powerpoint, Outlook, and office machines.
• Good interpersonal skills as well as building internal and external customer relationships.
• Oriented to a people and teamwork environment.
• Ability to work under pressure and limited supervision.
• Ability to prioritize, multi-task, and maintain discretion in dealing with matters of a confidential nature.
• Confidentiality and discretion, a must.
• The incumbent will be assigned in the HR area.

 
 
At SPECTRAFORCE, we are committed to maintaining a workplace that ensures fair compensation and wage transparency in adherence with all applicable state and local laws.The pay rate for this position is $13.50/hr.