August 1, 2019

Administrative Assistant

We are looking for a friendly, outgoing administrative assistant who can work with a wide variety of personality types.

Responsibilities

  • Maintains workflow by studying methods; implementing cost reductions; and developing reporting procedures.
  • Creates and revises systems and procedures by analyzing operating practices, recordkeeping systems, forms control, office layout, and budgetary and personnel requirements; implementing changes.
  • Develops administrative staff by providing information, educational opportunities, and experiential growth opportunities.
  • Resolves administrative problems by coordinating preparation of reports, analyzing data, and identifying solutions.
  • Ensures operation of equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques.
  • Provides information by answering questions and requests.
  • Maintains supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies.
  • Completes operational requirements by scheduling and assigning administrative projects; expediting work results.
  • Maintains professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks; participating in professional societies.
  • Organize and maintain files and databases in a confidential manner
  • Manage communication including emails and phone calls
  • Screen phone calls, redirect calls, and take messages
  • Schedule appointments, meetings, and reservations as needed
  • Receive deliveries; sort and distribute incoming mail
  • Maintain and order office supplies
  • Receive invoices and review for accuracy
  • Contributes to team effort by accomplishing related results as needed.

Requirements

  • Reporting Skills
  • Administrative Writing Skills
  • Libre Office Skills
  • Managing Processes
  • Organization
  • Analyzing Information
  • Professionalism
  • Problem Solving
  • Supply Management
  • Verbal Communication
  • Bilingual English and Spanish preferred. Minimum level of English 90%.

Locations:

  • Playa del Carmen, Quintana Roo