Adminstrative Assistant

Administrative Assistant

Salary: TTD 7,000.00  - $8,000.00 per month

Location: San Juan

Terms: Permanent

 
Job Purpose

This role is essential for ensuring the smooth operation of our office by providing comprehensive support to staff and management. Proficient in the ERP Odoo, the incumbent is detail-oriented with strong communication skills and a positive, can-do attitude, highly organized and proactive

Key Duties & Responsibilities

 

Administrative Support

• Answer, screen, and direct phone calls with professionalism and efficiency.
• Manage and maintain calendars, scheduling meetings and appointments for multiple team members.
• Prepare, proofread, and edit correspondence, reports, and presentations.
• Organize and maintain both physical and digital filing systems, ensuring all documents are easily accessible.

• Monitor and manage office supply inventory, placing orders as needed to ensure a well-stocked environment.
• Coordinate the setup of meetings and conference calls, including preparing necessary materials and technology.
• Maintain office equipment, such as printers and, troubleshooting minor issues and coordinating with service providers for repairs.

• Ensure proficiency in the software platform Odoo by keeping current with and updates and reporting capability
• Accurately enter and update information in our Odoo management system.
• Prepare and process invoices, receipts, and payments using Odoo.

• Act as a central point of contact for internal departments and external clients.
• Manage and respond to emails and other written correspondence in a timely manner.
• Distribute internal communications, memos, and notices to the appropriate staff.

• Arrange travel logistics for staff, including booking flights, accommodations, and ground transportation.
• Assist the HR & Admin Manager with all aspects of meetings, conferences, and company events, from venue selection to vendor management.

• Provide direct administrative support to executives or managers as requested.
• Prepare meeting agendas, take detailed minutes, and distribute them promptly.
• Follow up on action items and deadlines to ensure tasks are completed efficiently.

• Reliability & Punctuality: Consistently arrives on time and is dependable in attendance.
• Attention to Detail: Pays close attention to accuracy and completeness in all tasks.
• Positive Attitude: Maintains a constructive and respectful demeanour in the workplace.
• Professionalism: Maintains a high level of discretion and confidentiality when handling sensitive information

• Team Player: Works collaboratively and respectfully with colleagues and supervisors.
• Proactive & Eager to Learn: Shows initiative and a willingness to learn new tasks and processes.
• Strong Communicator: Articulates ideas clearly and effectively, both in writing and verbally.
• Proactive and Resourceful: Takes initiative to anticipate needs and solve problems before they arise.

• High school diploma or equivalent; an Associate's degree is a plus.
• Proven experience in an administrative or office support role.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
• Experience with and proficient in Odoo or similar enterprise resource planning (ERP) software is highly desirable.

• Ability to sit for extended periods