Company Overview Our client, a leading accounting and business advisory firm in Puerto Rico that provides a wide range of non-traditional services in relation to other international and local public accounting firms, is looking for an ADMINISTRATIVE ASSISTANT Job Summary Audit Administrative Assistant position is primarily responsible for performing all support services to Audit Staff, Managers and Partners. Responsibilities and Duties Client Service Receive visitors, answer the telephone and record accurately all messages, including the reason for the call. Proper screening of phone calls must be done before forwarding them to professional staff. Maintain audit addresses current by performing periodic updates of these records for both electronic and paper mailings. Secretarial Services Distribute all mail promptly and collecting all outgoing mail in time for daily delivery (including certified mail, special delivery packages (FedEx) and messenger delivery). Know whereabouts of all personnel assigned to her and relaying messages at least once a day to personnel out of the office. Monitor managers and partner's appointment books. Help partners / managers assigned to her to return calls promptly. Coordinate the reservation of the Conference Room for specific meetings as required, including the delivery of lunch or appetizers for such meetings as may be needed. Process invoices prepared by professional staff and type any invoice prepared outside the system. Frequent pick up and distribution of incoming faxes as well as proper delivery of outgoing faxes with the corresponding confirmation/evidence of delivery. Provide back up for the receptionist position as needed or requested. Open new projects / updating client's information in NetSuite platform. • Coordination of internal training logistics Tabulation of training evaluation forms. Assists in the department weekly staffing. Assist in travel arrangements coordination. Assume any other task duly assigned by the People and Culture Director and Firm Administrator as it may arise daily. Education Bachelor's degree in office systems administration or equivalent experience preferred. At least 3 years of experience in a similar position or function. Previous experience working in an accounting firm preferred. Strong computer skills including proficiency in Microsoft Office/Windows (specifically: MS Word, MS Excel, MS Power Point), Microsoft Outlook and PDF Editor. Excellent oral and written communication skills (both English and Spanish). Self-starter Customer oriented and with problem solving abilities. Results oriented with good interpersonal relations. Able to function in a fast-paced environment and remain calm while multi-tasking. Ability to prioritize and multi-task. Knowledge of office management systems and procedures. Able to prepare and analyze reports and other documentation. Ability to interpret instructions and information under pressure and respond accordingly, with minimal supervision, as appropriate. Powered by JazzHR
