Experienced Administrative Assistant -- Energy & Industrial Generation Group Support

Description

Due to continued growth, we currently have a new opportunity for an Administrative Assistant in our San Juan, Puerto Rico office. In this position, you will provide exceptional support services in a fast-paced office.

• Have strong oral and written communication skills. Able to listen to clients' questions, anticipate their needs, and satisfy every inquiry.

• Serve as the focal point for administrative and documentation activities, scope, and budget requirements of assigned projects.

• Implement invoicing procedures.

• Track, review, issue, and edit invoices.

• Define invoicing data types and maintain databases.

• Upload and archive invoice data as defined by company and client standards.

• Edit procedures, review calculations, and other project-related documents per Sargent & Lundy's and/or client requirements.

• Prepare documents and drawings for transmittal and document storage. This could include, drafting correspondence, data entry, copying/distribution, document tracking, and electronic filing.

• Gather the appropriate information to generate reports for your assigned projects.

• Assist with time entry and prepare expense reports for approval.

• Ensure the operation of equipment by completing preventive maintenance requirements, calling for repairs, and maintaining equipment inventories.

• Coordinate FedEx/messenger/USPS/UPS and other deliverables as necessary.

• Maintain supplies inventory by checking stock to determine inventory level, anticipating needed supplies, and placing orders.

• Plan internal and external office events and celebrations.

• Excellent work ethic, communication skills, and the ability to multitask.

• The ability to lift 50 pounds.

• Other tasks and projects as assigned.

Qualifications

We do not sponsor employees for work authorization in the U.S. for this position.

Essential skills and experience:

• This position requires a high school diploma, or equivalent.

• Five or more years of experience working in an office environment in administrative tasks/responsibilities.

• Prior experience should include working in a professional environment and meeting established production and accuracy goals.

• Understanding of basic principles of accounting and bookkeeping.

• Great time management, detail-oriented, with experience driving process improvement.

• Excellent communication skills (including writing and editing skills).

• Proficiency in Adobe Acrobat/PDFs and Microsoft 365 (Word, Excel, Outlook, and PowerPoint).

• Must be bilingual in both English and Spanish.

• Candidate must be flexible, a team player, a self-starter, and open to occasional overtime.

• Must attend to the San Juan, PR office five days per work week.

Sargent & Lundy is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability status, protected veteran status, or any protected status as defined by law.

About Sargent & Lundy

Sargent & Lundy is one of the oldest and most experienced full-service architect-engineering firms in the world. Founded in 1891, the firm is a global leader in power and energy with expertise in grid modernization, renewable energy, energy storage, nuclear power, and fossil fuels. Sargent & Lundy delivers comprehensive project services-from consulting, design and implementation to construction management, commissioning and operations/maintenance-with an emphasis on quality and safety. The firm serves public and private sector clients in the power and energy, gas distribution, industrial, and government sectors.

Our Core Values

Every decision we make is guided by our core values. By upholding these six principles, we support our clients, employees, and community. They are the compass we follow as we continue to grow our business and lead the industry.

Quality-We provide high-quality deliverables and services through an uncompromising focus on peer review, safety, and continuous improvement.

Accountability-Our actions demonstrate the highest levels of professionalism, integrity, and respect.

Our People-We value diverse perspectives, encourage professional growth, and are committed to providing a work community where people thrive. Our work is challenging but rewarding.

Our Clients-We deliver value and exceed our clients' expectations through outstanding customer service, personal accessibility, and clear communication.

Innovation-Since 1891, we have invested in the people, training, tools, and technology needed to quickly adapt in a constantly changing world.

Meaningful Impact-We make a positive impact in the communities where we work and live.

CitySan Juan

CountryPuerto Rico

Area of InterestAdministrative

TypeFull Time - Regular

Job ID2024-10363

Business GroupChief Operations Officer Group

DepartmentEnergy & Industrial Support