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