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Admin Assistant I
Ref No.: 18-07031
Location: Guaynabo, Puerto Rico
Role Responsibilities (As Reception)
  • Welcomes visitors upon their arrival, registering and issuing appropriate badging; notifies the proper US personnel of their arrival
  • Assist visitors with inquiries and gives directions
  • Capable of handling large volumes of visitors on site for training and meetings
  • Maintain electronic file for registration
  • Assist all internal and external visitors with information, luggage, taxi service, and site directions
  • Screens calls for Executives, notifying details via-email; answers phone volume
  • Assist with tracking badges distributed and reactivates them if necessary
  • Ensures permanent badges are in pending status in Lenel, and issues temporary badges for employees and contractors
  • Runs a daily report of badges that are missing, returned, issued, and damaged
  • Handles mail distribution
  • Must be orderly and maintain the reception area
  • Record Management: Maintaining thorough, well organized files by scanning finance, accounts payable and customer service documents into Digitalization system and sorting and filing.
  • Maintain and update filing/archiving systems as necessary so that documentation meet record retention policy and facilitate retrieval.
  • Ensure all documents is organized and filed in a proper matter and in a timely manner.
  • Keep Record Management On-site and Off-site for the company at optimal level.
  • Support with all documents transactions and keep track for each document from filing on-site until on-site or off-site document destruction.
 
Skills
Organized and detailed oriented
  • Strong telephone and customer service skills
  • Ability to remain customer focused at all times
  • Able to use good judgment and utilize critical thinking skills
  • Alert and ready to report medical and or security emergencies to management
  • Must have the ability to follow precise instructions in a professional manner
  • Ability to effectively communicate courteously with customers, employees, contractors, and visitors
  • Must have strong computer skills with knowledge of Microsoft Word Documents, Outlook, Digitalization system, SAP
  • Possess verbal and written communication skills. English and Spanish
  • Prior experience as a Customer Service, Inventory Management
 
Education
 
HS Diploma.  College degree preferred not required. Experience: 1 to 3 years