Office Coordinator

TransPerfect - Puerto Rico

Full-time
TransPerfect Is More Than Just a Job…
Our greatest asset is our people, and nothing is more important to us than ensuring that everyone knows that. Each of our 90+ offices has its own individual identity, and each also has its own unique rewards.

Locations:
US-Puerto Rico (Remote)
The position of Office Coordinator and Executive Assistant is responsible for being the face and voice of TransPerfect’s San Juan location while also managing the overall organization of the office and corporate apartments, as well as providing daily support to the executive team. The ideal candidate will be energetic, friendly, and enjoy working with people, and will be a hard working professional able to undertake a variety of support tasks and will work well under pressure. This person will be comfortable working with a high degree of attention to detail and discretion as well as incorporating new and effective ways to streamline processes for better results.

Responsibilities:
Professionally screen and transfer a high volume of incoming calls
Greet and interact with clients, vendors, and visitors and coordinate their visit with the appropriate staff member
Responsible for appearance of reception, kitchen, and conference room area, including cleanliness
Scan/upload incoming invoices and send scans to Accounts Payable
Open, sort and distribute incoming correspondence
Sign for & track FedEx/UPS/messenger packages
Prepare refreshments for client meetings (water, coffee, etc)
Order office and pantry supplies
Assist with travel itineraries and arrangements
Assist in coordinating and maintaining of office space, telephone lists, security badges, and office keys
Assist with coordinating office events
Perform general office work for Operations, HR, Recruitment, and Managers as needed
Act as a point of contact for equipment/services/operations issues in office
Notary (may obtain credentials after commencement of employment)
Create and update records ensuring accuracy and validity of information
Maintain calendar, plan meetings, and appointments
Create and update records ensuring accuracy and validity of information
Record meeting minutes
File and retrieve corporate records, documents, and reports.
Research and conduct data to prepare documents for review and presentation by boards of directors, committees, and executives
Schedule travel for executives
Coordinate with other departments to ensure compliance with established policies
Maintain trusting relationships with suppliers, customers and colleagues
Organize office and assist executives in ways that optimize procedures
Coordinate services and vendors for corporate apartment
Monitor stocking of corporate apartment
Perform support tasks (packing suitcases, laundry, personal shopping, etc.) for senior executives as needed
Provide general administrative support

About You:As an Office Coordinator you are a:
Creative thinker – You are curious and unafraid to ask questions
Hard worker – You are industrious and diligent in everything you do
Innovator – You are willing to initiate changes and introduce new ideas

Your experience includes:
Minimum Bachelor’s degree
A friendly disposition
Excellent written and verbal English and Spanish communication skills
Ability to independently troubleshoot and drive issues to resolution
Must possess excellent customer service skills and a willingness to be helpful
Experience in guest services, or in a client-facing role
Ability to maintain professionalism and a sense of urgency in all situations
Experience working in a receptionist role, as a personal assistant, as an executive assistant, or similar experience
Valid Driver’s License
Strong knowledge of the city in which you work
Proficient in Microsoft Office (Word, Excel, Outlook)
TransPerfect provides equal employment opportunity to all individuals regardless of their race, color, creed, religion, gender, age, sexual orientation, national origin, disability, veteran status, or any other characteristic protected by state, federal, or local law.