Job title: Admin Assistant
Job duration: 12\+ months
Job location: Barceloneta, PR
General Position Summary/Purpose:
Responsible for all administrative functions of the Human Resources department as answering phone, calendar management, scheduling travel, managing correspondence and scheduling couriers, processing expense reports, meeting/event planning, creating, or modifying business documents, preparing presentations from source materials, handling teleconference and other technology setups. Performs a variety of special projects and human resources administrative tasks.
What are the top 3\-5 skills, experience or education required for this position?
3\-5 years experience administrative functions preferred in HR department.
Fully Bilingual, strong writing expertise in English for emails candidate must communicate in a conversation with any team member
Expertise on SAP, Excel, Client systems, good to have acknowledge \+ Power BI, Power Automate, and power tools, if candidate had experience on the above system 1\-3 years experience required \+ 2 year experience in HR preferred
What is a nice to have (but not required) skill, experience, education, or certification? Expenses and administrative expertise
In what type of environment would this individual be working (i.e.: Team; Individual; type of office, etc.) ? Supporting Team \- Candidate must be at office/on site, will be the person that receive all people visiting HR office, need HR support and the person that redirect employees to the correct contact.
Daily Work Schedule Expectations 8\-5PM
Is overtime offered or required? Subject to overtime sporadically for a special event
If remote opportunity exists what are the options (i.e., 1 day remote, 4 days on\-site)? ON SITE 100%
Is Travel expected? If so, will it primarily be domestic or international? NO
How many rounds of interviews? 1 ROUND / max 2 interviews
Type of interview (video, phone or onsite)?
ON SITE
Key Accountabilities/Core Job Responsibilities:
Responsibilities:
"Compose, prepare, formatting, and write letters, reports, memos, and presentations using computer programs and compiling all the information required. Review and keep up to date the manager s calendar of meetings and activities, coordinating the same with internal and external clients and managers.
"Provide guidance and manager inquiries from managers, employees and the general organization related to HR administrative and organizational issues. Channel situations and messages accordingly to the corresponding support area and/or HR service centers.
"Manages the electronic employee files and organizes documents, reports, and correspondence in general. Understands the regulatory and administrative implications of documents, records retention and securing of files.
"Manages data entry for employee leaves, contract renewals among other administrative tasks, as required.
"Supports manager with general communications related to activities, policies, and procedures among others. Manages the distribution of such communications.
"Develop systems and procedures to manage and execute the area functions. Generates creative solutions for work situations; actions to improve existing processes and conditions and audits activities to assure compliance with applicable policies and procedures.
"Work effectively on team projects. Provide suggestions and recommendations, as well as perform the necessary actions to meet the goals of the team, maintaining good working relationships with internal and external customers.
"Prepare purchase order or check requests for office materials, services and/or contracts.
"Support other HR functions such as talent Acquisition, new hire orientations, Early Career program initiatives, and coordination of employee related events as well as support social responsibility matters.
Qualifications
"Excellent Communications skills both written and verbal in Spanish and English.
"Experience with use of Client Office, Workday and SAP systems.
Education, Qualifications and Experience Requirements (degree, certifications, etc.):
Associate degree in Secretarial Sciences with five (5\) years of experience in secretarial and administrative functions;
1\-3 years experience in HR Area preferred.
Fully Bilingual, strong writing expertise in english for emails candidate must communicate in a conversation with any team member
Expertise on Excel, Client systems, acknowledge in Power BI, Power Automate, and power tools is a plus.